Asst Dean for Admin Services by xiuliliaofz


									                   PANDEMIC INFLUENZA
                     RESPONSE PLAN

                                 Revised September, 2009

This is a comprehensive plan that provides guidelines for effective leadership, organization,
   coordination, and unified response during a public health emergency. A public health
emergency exists with the emergence of a serious illness that threatens to overwhelm public
                                and private health systems.

                                                           Table of Contents
Introduction ............................................................................................................................................. 5
   Objectives............................................................................................................................................ 5
Section A - Plan Authorization, Coordination, and Testing ............................................................. 6
   Attachment 1: Contact List for Public Health Emergencies .................................................... 8
   Attachment 2: UW-S Campus Pandemic Influenza Planning Checklist ................................. 9
Section B-Public Health: Surveillance and Disease Control ......................................................... 15
   B.1 Explanation of WHO Phases and Federal Stages ............................................................. 15
     Attachment 3 WHO Phases and Federal Stages ................................................................. 16
     Emergency Management and Policymaking Responsibilities ............. Error! Bookmark not
     defined. .
     Responsibilities of Essential Departments and Units ............................................................. 21
     Responsibilities of Other Officials, Units and Departments .................................................. 25
     Critical Interfaces with Other Entities ....................................... Error! Bookmark not defined..
   B.2 Public Health: Surveillance and Disease Control ............................................................... 27
     UW-S Screening Tool.................................................................................................................. 30
   B. 3 Planning for Acquisition of and Potential Stockpiling of Essential Resources ............... 31
   B.4 Vaccine Distribution ................................................................................................................. 32
   B.5 Antiviral Pharmaceutical Distribution and Use ..................................................................... 32
   B.6 Psychological and Social Health Counseling ...................................................................... 32
   B.7 Disease Control ......................................................................................................................... 33
   B.10 Travel ........................................................................................................................................ 33
   B.8 Alternative Academic Procedures ......................................................................................... 34
   B.9 Planning Employee Work Options ........................................................................................ 35
Section C- Communication ................................................................................................................ 37


The University of Wisconsin-Sheboygan would like to thank the University of Wisconsin-Superior and
the University of Wisconsin – Madison Campus Police Department for their contributions and models
when crafting this plan.

The World Health Organization (WHO) and the Centers for Disease Control (CDC) warn that a global pandemic
involving avian influenza virus or another disease could spread around the world. Three pandemics occurred in
the 20th Century—in 1918, 1957 and 1968—resulting in millions of deaths in the United States and other
countries. The American College Health Association warns, ―A pandemic will occur again although it is not
known exactly when, or which strain of a novel virus will rise to the occasion.‖

Avian (or bird) flu is caused by influenza viruses that occur naturally among wild birds. The H5N1 variant is
deadly to domestic fowl and can be transmitted from birds to humans. Pandemic flu is virulent human flu that
causes a global outbreak, or pandemic, or serious illness. Because there is little natural immunity, the disease
can be spread easily from person to person. Seasonal (or common) flu is a respiratory illness that can be spread
from person to person. Most people have some immunity, and a vaccine is available.

For the University of Wisconsin‘s System campuses, a pandemic occurring in the Upper Midwest or elsewhere
could present numerous problems. Such an outbreak could cause one or more health emergencies that last for
weeks or months.

 Students might need to be kept on campuses or sent home. Quarantines may be imposed. Classes might be
suspended, along with social and sporting events. Numerous employees might be unable or unwilling to come
to work, have work schedules changed, work from home when possible, and/or reduce face to face meetings
through use of technology. Major disruptions could occur not only in university services, but also among
vendors, health service providers and local government. Social isolation and quarantines are most effective
when initiated early in a pandemic, before infection is present in a community.


This plan is guided by the following principles:
   1. Protect and support the health, safety and welfare of our students, staff and faculty.
   2. Protect the assets and property of the university.
   3. Maintain our commitment of fulfilling the university mission to provide teaching, research and service
       as long as possible.
   4. To minimize the impact on students and employees should any university operations be reduced or
       suspended, and to resume those operations as quickly as possible.
   5. Collaborate, coordinate and cooperate with community health care providers and local government, as
       well as state and national governments as needed.
   6. Develop a communication plan to inform students, employees and other groups of our actions.
   7. Establish benchmarks to trigger university action.

Section A - Plan Authorization, Coordination, and Testing
Plan Authorization
A comprehensive emergency plan provides a framework for organizing and executing a coordinated response to
a public health emergency, such as a widespread and lengthy outbreak of communicable disease such as

A public health emergency exists with the emergence of a serious illness that threatens to overwhelm public and
private health systems. A public health emergency can be a single case of hepatitis A in a food handler, a few
cases of meningitis, or illness in thousands of people infected as a result of an influenza pandemic, or a
bioterrorist attack. Public health emergencies include not only these types of infectious diseases but also
diseases caused by non-infectious agents of a biological nature, such as botulinum toxin. No one can anticipate
every problem that may arise. But by preparing in advance, the University of Wisconsin-Sheboygan and its
employees can be ready to act in a compassionate and prudent manner to protect students and employees, and to
continue the delivery of the vital mission of education and community outreach.

National Planning Direction
The President of the United States, in Homeland Security Directive (HSPD)-5 directed the Department of
Homeland Security to develop and administer a National Incident Management System (NIMS), which provides
a consistent nationwide approach for a coordinated response to any emergency, regardless of cause, size, or
complexity. In order to facilitate the most efficient and effective incident management it is critical that any
responding organization utilize standardized terminology, standardized organizational structures, interoperable
communications, consolidated action plans, unified command structures, uniform personnel qualification
standards, uniform standards for planning, training and exercising, comprehensive resource management, and
designated incident facilities during emergencies or disasters.
Federal Agencies that have mandated authority during a public health emergency include:
CDC       United States Centers for Disease Control and Prevention
DHS       United States Department of Homeland Security
FEMA       Federal Emergency Management Agency
HHS       United States Department of Health and Human Services
These organizations work in conjunction with the World Health Organization (WHO).

State of Wisconsin and UW-System Pandemic Influenza Planning
Planning for pandemic influenza is now designated by the Governor‘s Office, through the Wisconsin
Department of Administration, as being a required component of the continuity of operations (COOP) and
continuity of government planning that is mandated for all state agencies including the UW System.

Activation Authorities
Campus emergency operations are governed by state and federal legislation and the policies of the University of
Wisconsin System. The campus Dean and members of the Dean‘s Executive Team maintain a chain of
command for making decisions and delegating responsibilities on campus during a campus emergency. The
campus Dean or designee of the Dean is responsible for declaring a campus emergency and assembling the
campus Incident Response Team, in accordance with this Pandemic Influenza Response Plan. In the case of a
widespread outbreak of infectious disease approaching or reaching pandemic levels, the Incident Response
Team will implement this plan.

If a pandemic occurs, it will be the responsibility of local, county, and state public departments to issue
quarantine orders, direct facility closures, provide information designating key health facilities, and distribute
medications and vaccines. This campus should coordinate all health operations with designated institutions.


Response partners needed to implement this plan
In order to effectively implement the UW-SHEBOYGAN Pandemic Influenza Response Plan, partners from
both the University and community are essential in providing expertise to assist in addressing the types of
response required for each situation. These partners include:

        1.   University offices and/ or individuals
        2.   Community officials
        3.   Community health care providers
        4.   Sheboygan County health officials
        5.   City of Sheboygan
        6.   Sheboygan County Administrative Officials
        7.   University of Wisconsin-Sheboygan
        8.   Sheboygan Police Department
        9.   Sehboygan County Sheriff‘s Department

And other organizations or jurisdictions as needed.


The following Contact List for Public Health Emergencies (Attachment 1) contains the University, health care,
and law enforcement names and contact information that would be used in the case of a public health

Refer to the Continuity of Operations Plan (COOP) for contact information on critical operations staff; the
Dean‘s Executive team and Incident Response Team (IRT) their duties and lines of succession.

The UW-Sheboygan Campus Pandemic Influenza Planning Checklist (Attachment 2) is a planning tool to
decide what offices or departments on campus should take the lead on planning, establishing policies, allocating
resources, communicating and educating students, and coordinating work with community agencies.

                                         Attachment 1:           Contact List for Public Health Emergencies
University and Community

Organization Type             Organization Name             Contact Name     Phone Number     E-mail Address                    Fax. Number
UW Services
UW-Sheboygan Public Health
Relations Director            University Relations Dept.    Carrie Hoppe     920.459.6612              920.459.6602
UW-SHEBOYGAN Dean and         UW-Sheboygan Campus
CEO                           Dean‘s Office                 Al Hardersen     920.459.6611              920.459.6602
                              UW-Sheboygan Business
UW-Sheboygan Assistant Dean   Services and Administrative
for Administrative Services   Office                        Ed Janairo       920.459.6658                920.459.6602
 UW-SHEBOYGAN Associate       UW-Sheboygan Associate
Dean                          Campus Dean                   Thomas Peneski   920.459.6641            920.459.6602
UW-Sheboygan Assistant
Campus Dean for Student       UW-Sheboygan Student          Connie
Services                      Services                      Christensen      920.459.4419        920.459.6602
UW-Sheboygan Building and     UW-Sheboygan Physical
Grounds Superintendent        Plant Department              Bruce Edwards    920.459.4409             920.459.6602

Health Care Facilities
Hospital                      Saint Nicholas Hospital                        920-459-8300
                              Aurora Sheboygan
Hospital                      Memorial Medical Center                        (920) 451-5000
Clinic                        Aurora Sheboygan Clinic                        (920) 457-4461
Law Enforcement
City of Sheboygan Police      City of Sheboygan Police
Department                    Department                                     920-459-3333                                       920-459-0205
Sheboygan County Sheriff      Sheboygan County Sheriff                       (920) 459-3111
WI State Police
External Notifications
                              Sheboygan County
Steve Steinhardt, Director    Emergency Management                           (920) 459-3360        (920) 459-4305

                              Sheboygan County Health
Thomas Eggebrecht, Director   Department                                     (920) 459-4382   (920) 459-0529

Attachment 2: UW Campus Pandemic Influenza Planning Checklist
Check the boxes below to indicate the progress made in each area, and identify who the lead UW office or department is responsible. Include the name of the abbreviated office/
department in the WHO? Column

 Completed     Significant     Progress         N/A          Who?

                                                             Assistant    Identify a pandemic coordinator and/or team with defined roles and responsibilities for
                                                                          preparedness and response planning. Team should include the following:
                                                                               Dean
                                                                               Assistant Dean for Administrative Services
    □              x              □                                            Assistant Dean for Student Services
                                                                               Associate Dean
                                                                               University Relations Director
                                                                               Building and Grounds Superintendent

    x              □              □             □            Campus
                                                                          Delineate accountability and responsibility as well as resources for those engaged in planning
                                                                          and executing specific components of the plan

    □              □              □
                                                                          Determine, and assign responsibility for care of laboratory animals. Identify/train back-up
                                                x                         employees as necessary.

                                                □                         Develop and incorporate different outbreak response scenarios that are based on variations in
                                                                          severity of illness and rates of infection.
                                                                              1. Level 0

    □              □              x                                           2. Level 1-2
                                                                              3. Level 2
                                                                              4. Level 3

                                                □            Assistant
                                                                          Work with state and local public health and other local authorities to identify legal authority,

    □              □              x                           Dean        decision makers and trigger points for instituting community mitigation strategies.

    □              □                            □
                                                            COOP Plan     Develop and disseminate alternative procedures to assure continuity of instructional activity in
                                  x                                       the event of university closure.

    □              □              x             □                         Determine budgetary impact using several different scenarios.

    □              □              x             □                         Determine potential impact of a pandemic on travel, especially before/after break periods (e.g.
                                                                          quarantines, border closures).

 □            x           □           □               UR/IT
                                                                 Find up-to-date, reliable pandemic information from community public health, emergency
                                                                 management, and other sources and make sustainable and accessible links.

                                                      COOP       Establish an emergency communications plan and revise periodically. Include identification of
                                                                 key contacts (with back-ups), chain of communication, processes for tracking communications,
                                                                 and accessible formats.

                                                                 Media to Include
 □            x           □                                          Web site
                                                                     Email
                                                                     Social Networking –UW Sheboygan Facebook Site
                                                                     TV channel
                                                                     Local radio and television

 □            □                       □
                                                     ACDAS       Ensure that pandemic influenza planning is consistent with the campus response plans plan.
                          x                        Safety Com.

 □            □           □           □                          Implement an exercise/drill to test plan, and revise periodically.

 □            □           □           □
                                                   COOP Plan     Develop division/department level plans for responding to pandemic influenza.

Completed   Significant   Progress     Who?
                                                    Forecast and allow for employee absences during a pandemic due to factors such as personal
 x             □            □        COOP Plan      illness, family member illness, community containment measures and quarantines, and public
                                                    transportation closures.
                                                    Develop guidelines to modify the frequency and type of face-to-face contact among employees
 □             □            x                       and students
                                                    (E.g. social distancing).

 □             □            □
                                                    Encourage and track annual influenza vaccination for employees and students.

 □             □            □
                                                    With particular focus on high risk individuals, evaluate employee and student access to and
                                                    availability of healthcare services during a pandemic, and improve services as needed.

               □            □
                                        COOP        With particular focus on high risk individuals, evaluate employee and student access to and
 x                                   Plan/SS/TAG
                                                    availability of mental health and social services.

 □                          □
                                         SS         Identify employees and students with special needs, and incorporate the requirements of such
               x                                    persons into preparedness plan.

Completion Key
Completed            =       Task completed or will be within 2 weeks
Significant Progress =       Task is in progress and will be completed within 6 weeks
Progress =          Work has begun but will take > 6 weeks to complete

Acronym Key:
ACDAS – Assistant Campus Dean for Administrative Services
ACDSS – Assistant Campus Dean of Student Services
COOP – Continuity of Operating Procedures
IT – Informational Technology
SS – Student Services
TAG – Threat Assessment Team
UR – University Relations

3. Establish policies to be implemented during a pandemic:
                                                        CONTACTED PATTI WISE—DO WE HAVE EXISTING COLLEGES POLICIES
Completed     Significant.    Progress      Who?
                                                       Establish policies for employee compensation and sick-leave absences unique to a pandemic (e.g.
    □             □             □            UW
                                            Colleges   non-punitive, liberal leave), including policies on when a previously ill person is no longer
                                                       infectious and can return to work after illness.
                                             UW        Establish policies for student absences unique to a pandemic (e.g. non-punitive, liberal make-up
    □             □             □           Colleges
                                                       policies), including policies on when a previously ill student is no longer infectious and can return
                                                       to class after illness.

    □             □             □
                                             UW        Establish policies for flexible worksite (e.g. telecommuting) and flexible work hours (e.g.
                                                       staggered shifts).

    □             □             □
                                             UW        Establish policies for preventing influenza transmission (e.g. promoting respiratory hygiene/cough
                                                       etiquette, and prompt exclusion of people with influenza symptoms).
                                             UW        Establish policies for students and employees, who have been exposed to pandemic influenza, are
    □             □             □           Colleges
                                                       suspected to be ill, or become ill on campus (e.g. infection control response, immediate mandatory
                                                       Establish policies for restricting travel to affected geographic areas, evacuating employees/students
    □             □             □            UW
                                                       living or working in or near an affected area when an outbreak begins, and guidance for returning
                                                       from affected areas (refer to CDC travel recommendations).

    □             □             □
                                                       Set up authorities, triggers, and procedures for activating/terminating the response plan.

4. Allocate resources to protect employees and students during a pandemic:

Completed       Sign.         Progress      Who?

    □             □              x          ACDAS
                                                       Provide sufficient and accessible infection control supplies (e.g. tissues, hand hygiene products,
                                                       disposal receptacles) in all common areas.

    □             □
                                            ACDAS      Ensure availability of medical consultation and advice for emergency response.

5. Communicate to and educate employees and students:

Completed     Progress     Progress    Who?
                                                   Develop and disseminate programs and materials covering pandemic fundamentals (e.g. signs and
    □            X            □                    symptoms, modes of transmission), personal and family protection/response strategies (e.g. hands
                                                   hygiene, coughing/sneezing etiquette, contingency plans).

    x            □           □         UR/Dean     Anticipate fear and anxiety, rumors and misinformation and plan communications accordingly.

    x            □           □         UR/Dean     Ensure that communications are accessible and culturally and linguistically appropriate.

    □            □           X          Asst
                                        Dean       Disseminate information to employees and students about UW Pandemic Flu Plan.

    □            □           X           UR        Identify and train subject-specific spokespersons.

    □            □           □                     Provide information for at-home care of ill students/employees and their families.

    □            □           x         IT Dept.
                                                   Develop accessible platforms (e.g. hotlines, web sites) for communicating pandemic status and
                                                   actions to employees and students. Include redundancies in the contact system.

    x            □           □         ACDAS       Identify community resources for timely and accurate pandemic information.

6. Coordinate with external organizations and help the community:

Completed     Progress     Progress

    □            □            □                   Collaborate with insurers, health plans, and major local healthcare facilities to share pandemic plans and
                                                  understand their capabilities and plans.

    □            □            x                   Collaborate with state, and local public health agencies and/or emergency responders to participate in their
                                                  planning processes, share pandemic plans, and understand their capabilities and plans.

                                              Communicate with local and/or state public health agencies and/or emergency responders about the assets
    □           X                             and/or services we could contribute to the community.

                                              Establish process for communicating morning report information to the SCCC and disseminating information to
    □           □              □              the campus community as well as other UW System Institutions from the SCCC as directed by the State Health

Testing and Revision of Plan

The Pandemic Influenza Response Plan will be available so employees and students can become aware of the plan, how it is activated
and how it is managed. It will be placed in a SharePoint Server Website and as a link on the campus website. It will be publicly

The UW-SHEBOYGAN Incident Response Team will conduct exercises using the Pandemic Influenza Response Plan to gain
familiarity with the plan to determine areas that need refinement or strengthening. These exercises will include coordination with
external organizations to the extent possible and appropriate.

The Pandemic Influenza Response Plan is a dynamic document and will be revised and updated as needed. In the absence of
outbreaks, the plan will be reviewed annually by the University‘s Campus Safety Committee and/or Campus Steering Committee

Section B- Public Health: Surveillance and Disease Control

B.1 Explanation of World Health Organization’s Phases and Federal Stages
The World Health Organization‘s (WHO), phase system informs the world about the global risk for an influenza pandemic and
informs the world of the global response capabilities.

The United States federal government has created ―The Implementation Plan for the National Strategy for Pandemic Influenza‖ in
which characterizes the stages of an outbreak in terms of the immediate and specific threat a pandemic influenza virus poses to the
United States population. The stages are:

Stage 0: New Domestic Animal Outbreak in At-Risk Country
Stage 1: Suspected Human Outbreak Overseas
Stage 2: Confirmed Human Outbreak Overseas
Stage 3: Widespread Human Outbreaks in Multiple Locations Overseas
Stage 4: First Human Case in North America
Stage 5: Spread throughout United States
Stage 6: Recovery and Preparation for Subsequent Waves.

The WHO phases and their accompanying public health goals, and the corresponding Federal government response stages, are as

Attachment 3 WHO Phases and Federal Stages
                        WHO Phase                                    Overarching WHO Public Health Goal                        Federal Government Response
     Inter-pandemic period, Phase 1 – No new                Strengthen influenza pandemic preparedness at the global,          Stage 0 – New domestic animal
     influenza virus subtypes have been detected in         regional, national and sub-national levels.                        outbreak in at-risk country
     humans. An influenza virus subtype that has
     caused human infection may be present in               Minimize the risk of transmission to humans; detect and
     animals. If present in animals, the risk of human      report such transmission rapidly if it occurs.
     infection or disease is considered to be low.

     Phase 2 – No new influenza virus subtypes have
     been detected in humans. However, a circulating
     animal influenza virus subtype poses a
     substantial risk of human disease.
     Pandemic alert period, Phase 3 – Human                 Ensure rapid characterization of the new virus subtype and         Stage 0 - New domestic animal
     infection(s) with a new subtype, but no human-         early detection, notification, and response to additional cases.   outbreak in at-risk country
     to-human spread, or at most rare instances of
     spread to a close contact.                             Contain the new virus within limited foci or delay spread to       Stage 1 – Suspected human
                                                            gain time to implement preparedness measures, including            outbreak overseas
     Phase 4 – Small cluster(s) with limited human-         vaccine development.
     to-human transmission but spread is highly                                                                                Stage 2 - Confirmed human
     localized, suggesting that the virus is not well       Maximize efforts to contain or delay spread, to possibly avert     outbreak overseas
     adapted to humans.                                     a pandemic, and to gain time to implement pandemic
                                                            response measures.
     Phase 5 – Larger cluster(s) but human-to-human
     spread still localized, suggesting that the virus is
     becoming increasingly better adapted to humans,
     but may not yet be fully transmissible
     (substantial pandemic risk).

The University of Wisconsin – Madison has used the following matrix as a planning tool for all UW campuses. This matrix
corresponds to the defined WHO and US Federal incident levels of pandemic influenza.

Pandemic Matrix
    UW CRISIS                LEVEL 0                   LEVEL 1-2                   LEVEL 2                  LEVEL 3
                          Pre-event assessment   No initial impact on       Non-routine response     Critical incident for
                             and planning.       local resources. Intense   requiring immediate      UW-S. UW-S
                                                 UW planning and            action by multiple       implements
                                                 preparation.               departments. UW          appropriate level of
                                                                            preparing to             non-pharmacologic
                                                                            implement non-           interventions.
World Health            Phase 3 - Pandemic       Phase 3 or 4 - Pandemic    Phase 5 – Pandemic       Phase 5 or 6 – Pandemic
Organization (WHO)      Alert                    Alert                      Alert with substantial   Alert or Pandemic
                                                                            pandemic risk            Period

                                           Incident Response Level Criteria

              The following Matrix has been developed for the University of Wisconsin-Sheboygan

UW-SHEBOYGAN              No current hazard to        Minimal immediate hazard      Endangers students,             Significant risk to students,
Emergency Plan Incident   persons                     to students, faculty and      faculty and staff, and          faculty and staff and
Response Level Criteria                               staff, or research animals.   requires coordination with      requires substantial
                                                      Can be resolved with          outside agencies                coordination with outside
                                                      minimal outside agency                                        agencies
Situation                     Current situation           Small, highly localized       Large clusters, but still       Increased and sustained
                              Human infections with   clusters anywhere in the      localized                       transmission in the general
                          a new subtype, but no       world with limited human-         Public health               U.S. population
                          sustained human-to-human    to-human transmission         authorities urge to prepare         Confirmation of a high
                          spread                          International travel      for social distancing           rate of transmissibility
                                                      advisories begin                  International travel        and/or mortality
                                                          Significant cases         warnings and passenger              Immediately preceded
                                                      involving animals within      screenings begin                by falling class attendance,
                                                      the region                        Virus characterized as      students leaving campus
                                                                                    having a high rate of           and public health
                                                                                    transmissibility and/or         recommendations to
                                                                                    mortality                       curtail/cancel public
                                                                                        Worried well begin to       activities in WI
                                                                                    use resources                       Rising employee
                                                                                        Trough between waves        absenteeism
                                                                                                                        International travel
                                                                                                                    employees do not report to

Campus Safety Committee       Review Response Plan          Assess threat and             Assess threat and              Campus Safety
                              Track preparedness        implement appropriate         implement appropriate          Committee absorbed into
                          tasks and accomplishments     Level 1 activities            Level 2 activities             ongoing Crisis Plan and
                              Identify essential            Partial activation of         Sustained limited Crisis   subsequent Continuity of
                          functions and personnel       Crisis Plan. Dean‘s           Plan activation                Operations (COOP)
                          campus-wide                   Executive Team directs the        Continuity of              responses
                              Encourage departments     establishment of triggers     Operations Planning
                          to draft, update Continuity   and guidelines for            (COOP) for recovery in
                          of Operations Plans,          sustained Crisis Plan         post-pandemic period
                          considering Pandemic          activation for pandemic.          Participate in County
                          Influenza                                                   or State EOC and Public
                              If supplies, medicine                                   Health activities
                          and vaccine are limited,
                          decide on ethical and
                          administrative guidelines
                          for their distribution
                          beyond essential personnel

UW-SHEBOYGAN                  Post Avian/Pandemic           Issue Level 1                 Issue Level 2                  Issue Level 3
Communications            Influenza Website             communications to             communications (protocol       communications (self-
UR Dept.                      Develop Level 1           (educational campaign,        for suspected cases,           protection, social
Campus Dean               pandemic influenza            self-protection               preparations for social        distancing, etc.)
                          communications                information, hand             distancing)                        1-800 Info Line takes
                              Plan for general          washing, promote seasonal          Develop post-             calls 24/7
                          information (non-health)      flu vaccination, university   pandemic communications            Coordinate internal
                          call center?                  response)                     (medical clearance,            messages and news
                              Assess PPE needs and          Select technical expert   recovery)                      releases
                          stock                         spokespersons for internal        Consider activating 1-         Manage media
                                                        and media                     800 Info Line if call          relations issues
                                                        communications                volume is high
                                                            Develop Level 2               Distribute PPE to
                                                        communications                member

Incident Response            Assessment and              Requests partial           Perform Crisis Plan          Perform Crisis Plan
Commander (IRC)          planning                     implementation of UW      duties                       duties
                             Campus Safety            Crisis Plan                   Gather information on        Gather number of cases
                         Committee & COOP Plan           Coordinates response   number of suspected cases    on campus and in County;
                         Committee participation as   with other Departments    on campus and in             report to Dean‘s Executive
                         part of the Coordination        Essential personnel    Sheboygan County             Team
                                                      receive N95 fit testing       Advise Dean‘s                Direct Operations when
                                                                                Executive Team               activated
                                                                                                                 Activate Incident
                                                                                                             Response HQ (IRHQ)
                                                                                                                 Advise Dean‘s
                                                                                                             Executive Team

Incident Response Team       Assess PPE needs and        Essential personnel        Perform Crisis Plan          Perform Crisis Plan
(IRT)                    stock                        receive N95 fit testing   duties                       duties
                                                                                    Distribute PPE to            When IRHQ is
                                                                                members                      activated, direct tactical
                                                                                    Consider activation of   emergency operations;
                                                                                Continuity of Operations     implement Level 3
                                                                                Plan. Verify succession      activities
                                                                                plan for leaders of
                                                                                essential departments.

Dean‘s Executive Team       Endorse UW-                Essential personnel          Perform Crisis Plan          Perform Crisis Plan
                        Sheboygan Pandemic          receive N95 fit testing     duties                       duties
                        Influenza Response Plan        If supplies, medicine        Distribute PPE to            Authorize
                            Review and endorse      and vaccine are limited,    members                      implementation of
                        Guidelines for              based on guidelines             Evaluate influenza       Guidelines for
                        Implementing Pandemic       developed by the Campus     pandemic effects;            Implementing Pandemic
                        Influenza Non-              Safety Committee, decide    reevaluate response plan     Influenza Non-
                        Pharmacologic               on distribution beyond      and priorities               Pharmacologic
                        Intervention Strategies.    essential personnel             Implement succession     Intervention Strategies.
                                                                                plan for UW leadership           Direct Continuity of
                                                                                                             Operations Planning for
                                                                                                             post-pandemic recovery
                                                                                                             and resumption of normal
                                                                                                                 Plan for revised
                                                                                                             instruction calendar and
                                                                                                             completion of the session

                                Responsibilities of Essential Departments and Units

COOP Planning               Keep COOP and               Arrange for seasonal        Essential personnel          Non-essential
Committee               Pandemic plans updated      influenza vaccinations      receive PPE and N95s         personnel do not report to
                            Assess PPE and N95          Review PPE & N95            Daily report suspected   work unless directed
                        needs and inventory;        needs; inventory            cases to IRC, Northshore         Daily report cases to
                        order/stock                     Essential personnel     Clinic, Student Services     IRC
                            Create self-care        receive N95 fit testing.    Dept and EAP Offices             Implement alternative
                        information/packets for     (Aerosol-producing          provide counseling           strategies for delivering
                        students                    procedure will require an   services                     services
                            Develop surveillance    N95.)
                        plan for individuals with       Order self-care items
                        acute respiratory illness

                                                           Promote seasonal                                            Assist with
                                                       influenza vaccination                                       investigation of suspected
                                                           Develop surge care plan                                 cases and contact tracing
                                                                                                                       Provide counseling
                                                                                                                      Maintain oversight of

 Food Service (Commons         Keep COOP, Pandemic         Confirm inventory of         Essential personnel           Non-essential
and other/Vending areas)   and Crisis Plans updated    food and plan menus based     receive PPE                   personnel do not report to
                               Continue to provide     on inventory                     Place orders with          work
                           training to staff               Contact                   vendors/suppliers                Implement staffing and
                                                       suppliers/vendors to alert                                  meal schedules
                                                       them regarding future
                                                           Review plans with staff
                                                       and fit selected staff for
                                                       N95 masks

Building & Grounds Dept.       Identify essential          Essential personnel           Essential personnel           Non-essential
Custodial                  personnel and inform them   receive N95 fit testing       receive PPE                   personnel do not report to
                           of their responsibilities       Maintain power to            Maintain power to          work
                               Assess essential        university                    University                        Maintain power to
                           personnel PPE needs and          Promote self-care and        Perform Crisis Plan       University
                           stock                       hand washing                  duties                            Perform Crisis Plan
                                Roles for Building         Review cleaning               Provide instructions to   duties
                           Coordinators                procedures with custodial     Building Emergency                Arrange for additional
                           Needs assessment for        staff                         Coordinators                  medical waste pickups
                           housekeeping supplies           Plan for increased                                          Change custodial
                                                       volume of infectious waste                                  procedures to prioritize
                                                            Train custodians for                                   essential personnel areas,
                                                       hygiene and cleaning of                                     remaining
                                                       personal contact surfaces                                   students/families, and
                                                       (e.g., doorknobs)                                           cleaning of personal

                                                                                                             contact surfaces

Business Services       Identify essential            Essential personnel         Essential personnel            Perform Crisis Plan
                    personnel and inform them     receive N95 fit testing     receive PPE                    duties
                    of their responsibilities         Inform campus of            Perform Crisis Plan            Non-essential
                        Assess essential          policies for teleworking,   duties                         personnel do not report to
                    personnel PPE needs and       social distancing and           Remind campus-wide         work
                    stock                         essential personnel         essential personnel of their       To allow Division staff
                         Consider ―PI Essential       Discuss with            duties and responsibilities    to work from home,
                    Personnel Policy‖             departments plans for           Direct employees to        consider off-campus
                        Advise on HR aspects      providing substitutes for   EAP counseling services        access to financial
                    of Guidelines for             essential personnel                                        planning, budgets and
                    Implementing Pandemic                                                                    payroll information
                    Influenza Non-                                                                           systems
                    pharmacologic                                                                                Implement HR aspects
                    Intervention Strategies                                                                  of Guidelines for
                         Advise on work-from-                                                                Implementing Pandemic
                    home issues                                                                              Influenza Non-
                        Develop sick leave and                                                               pharmacologic
                    employee compensation                                                                    Intervention Strategies
                    policies specific to a                                                                       Ask faculty and staff to
                    pandemic situation                                                                       stay home if roles not

Information Technology       Identify essential           Plan for general               Essential personnel          Perform COOP Plan
                         personnel and inform them    information (non-health)       receive PPE                  duties
                         of their responsibilities    call center                        Perform COOP Plan            Non-essential
                             Review IT needs for          Essential personnel        duties                       personnel do not report to
                         increased teleworking and    receive N95 fit testing            Assist with              work
                         distance learning                                           implementation of distance       Support distance
                             Facilitate and support                                  learning                     learning
                         the development of                                                                           Support general
                         distance learning                                                                        information (non-health)
                             Assess essential                                                                     call center, if implemented
                         personnel PPE needs and

Continuing Education         Identify essential           Issue advisories for          Essential personnel           Non-essential
                         personnel and inform them    students, faculty and staff    receive PPE                  personnel must report to
                         of their responsibilities    planning international            Advise, communicate       work
                             Assess essential         travel                         with overseas students,          Continue to advise,
                         personnel PPE needs and          Issue advisories for       faculty and staff            communicate with
                         stock                        students, faculty, staff and                                overseas students, faculty
                                                      visitors arriving from                                      and staff.
                                                      affected regions                                                When possible, support
                                                          Review policies and                                     overseas students, faculty
                                                      procedures for recalling                                    and staff who are unable to
                                                      students from affected                                      return.
                                                          Essential personnel
                                                      receive N95 fit testing

Asst. Dean for Student          Identify essential            Ask students to plan for     Essential personnel         Perform Crisis Plan
Services Office             personnel and inform them     leaving campus if classes    receive PPE                 duties
                            of their responsibilities     are suspended                    Perform Crisis Plan         Communicate with
                                Ask fraternities and          Essential personnel      duties                      parents and families
                            sororities to plan for        receive N95 fit testing          Stop campus tours           Communicate with
                            Pandemic Influenza                                             Collaborate with UW     students/families
                                Assess essential                                       Communication around        remaining in Madison
                            personnel PPE needs and                                    information dissemination   in family housing
                            stock                                                                                   in other UW housing
                                                                                                                   in off campus housing
                                                                                                                       Communicate death

                                Responsibilities of Other Officials, Units and Departments

All Departments and Units       Draft, update Business       Draft, update Business      Prepare to activate          Activate Business
                            Continuity Plan for           Continuity Plan for         Business Continuity Plans    Continuity Plans
                            Pandemic Influenza            Pandemic Influenza             Plan distancing              Report absent
                                Instructional                Essential personnel      measures/dispersement for    employees to HR
                            departments should            receive N95 fit testing     essential personnel             Assist/report to IRC as
                            consider developing                                          Assist/report to IRC as   needed
                            distance learning                                         needed
                                Assist/report to IRC as

Risk Management –               Assist campus                 Assist campus              Support, guidance &           Assist Camus in
Madison Office              departments with their        departments with their      leadership from Madison      resuming normal
                            individual Business           individual Business         Office
                            Continuity Plans              Continuity Plans

Sheboygan County, State       Coordinate plans and      Train Medical Reserve      Coordinate             If vaccine or antiviral are
Health Departments        preparedness               Corps                      communications            to be distributed via POD:
                              POD planning              Follow Directives          Follow Directives          Supply volunteers
                              Recruit for Medical                                                             Offer use of on-campus
                          Reserve Corps                                                                   sites
                              Plans for Joint                                                                 Follow Directives
                          Information Command

County, State, Federal       Assist with planning       Provide liaison and        Provide liaison and       Provide liaison and
EOCs                                                 report back to UW-         report back to UW-        report back to UW-
                                                     SHEBOYGAN IRC              SHEBOYGAN IRC             SHEBOYGAN IRC
                                                                                   Follow Directives

Suppliers and Vendors         Review plans and          Maintain contact and       Maintain contact and      Maintain contact and
                          service impacts            report issues to UW-       report issues to UW-      report issues to UW-
                             Verify continuity of    SHEBOYGAN IRC              SHEBOYGAN IRC             SHEBOYGAN IRC
                          supply chain

City of Sheboygan             Review plans and          Maintain contact and       Maintain contact and      Provide liaison and
                          service impacts for mass   report issues to UW-       report issues to UW-      report back to UW-
                          transit                    SHEBOYGAN IRC              SHEBOYGAN IRC             SHEBOYGAN IRC
                                                        Provide liaison and        Provide liaison and
                                                     report back to UW-         report back to UW-
                                                     SHEBOYGAN IRC              SHEBOYGAN IRC


Website provides checklist, guidelines, tools and report to assist with PI preparedness and outbreak.

B.2 Public Health: Surveillance and Disease Control

Public Health Response
The University community has established practices related to public health events. These established practices
will continue in the event of pandemic influenza.

The following are the stages of a public health emergency:
1) Alert / Standby Period
2) Limited Service Period
3) Full Services Period

In each of the three stages the following steps need to be carried out and records documented:
A. Surveillance and Disease Tracking
B. Planning for Acquisition of and Potential Stockpiling of Essential Resources
C. Vaccine Distribution
D. Antiviral Pharmaceutical Distribution and Use
E. Psychological and Social Health Counseling
F. Disease Control
         1) Personal Protective Equipment (PPE)
         2) Social Distancing
         3) Travel
G. Alternative Academic Procedures
H. Planning Employee Work Options

 Surveillance and Disease Tracking
The goals of influenza surveillance are to detect the earliest appearance of a novel influenza virus and to monitor
ongoing influenza illness during both pandemic and inter-pandemic periods.

Surveillance for influenza in Wisconsin is coordinated by the Wisconsin Department of Public Health (WDPH),
in close partnership with the Wisconsin State Laboratory of Hygiene (WSLH) and local public health agencies.
Assistant Campus Dean for Administrative Services in communication with local hospitals will have primary
responsibility for surveillance of influenza activity on the UW-Sheboygan campus. Assistant Campus Dean for
Administrative Services will work with these agencies to develop, implement and evaluate surveillance
activities appropriate to the university community.

Key components of campus influenza surveillance
    Support and participate in state and local surveillance activities including syndromic surveillance,
       laboratory surveillance and any enhanced surveillance activities.

       Monitor influenza activity among different population groups including students living in residence
        halls; international students; students, staff and faculty traveling internationally; and other groups
        identified as being at higher risk.

       Develop systems to monitor absentee rates in classes and work sites.

       Keep key campus officials and departments informed of surveillance activities and findings.

Specific Surveillance Activities

Syndromic Surveillance
Sheboygan County Health Department will track and analyze the incidence of influenza-like illness (ILI) in
patients. Done on an annual basis, this data creates a baseline incidence curve that can be compared to other
populations and time periods to detect unusual increases in the occurrence of disease. Other syndromic
surveillance activities may include:

       Monitoring the incidence of staff work site absence, by analysis of classified sick-leave utilization in a
        selected sample of departments
       Monitoring the incidence of student absenteeism in a sample of classrooms, by instructor
       Tracking other indicators of mass illness in the university and larger community, such as school and day
        care closings

Virologic surveillance
UW campuses will maintain its involvement in state and national influenza surveillance through the WSLH (see
state plan for details of WSLH role). This includes the isolation of influenza virus in specimens sent to the
WSLH from providers throughout the state that participate in the sentinel provider network. The WSLH sends
selected influenza isolates to the CDC for antigenic analysis.

Laboratory surveillance
If determined to be an essential service, an agency or organization to be determined will routinely collect
clinical specimens from UW students with influenza-like illness and submit them to WSLH for diagnostic
testing. Local health care providers will provide similar services for faculty and staff. Reports of positive
influenza isolates are provided to the provider (individual data) and to local public health agencies (aggregate
data). The detection of a novel influenza virus in a Wisconsin resident will constitute a public health emergency
and trigger the state pandemic plan.

Enhanced Surveillance
Upon notification from public health agencies, UW-SHEBOYGAN will implement enhanced surveillance to
include one or more of the following activities:
     screen travelers returning from regions with a high incidence of influenza or where a novel strain has
        been identified
     collect respiratory specimens from patients who present with ILI and
        the novel strain of influenza has been identified, or have other criteria for risk as determined by a public
        health agency.

Notification and Distribution of Surveillance Data

The WDPH and WSLH distribute influenza surveillance data to laboratories, local health departments,
healthcare providers, infection control practitioners and others through electronic and other networks.

Surveillance Tool Creation

  Each UW campus should create a screening surveillance tool(s) that will:
      Provide means for screening individuals for illness
      Provide education to individuals based on responses to screening questions (prevention, home care,
        symptom monitoring, when to seek care)
      Direct Individuals to appropriate level of healthcare if treatment is needed
        (Emergency Treatment Centers that may be set up, clinics, hospitals)

           Allow for surveillance capabilities (report of how many individuals have specific symptoms, are
            symptomatic and still home, are seeking care/ hospitalization, etc.)
           Tools should be electronic.

   Possible reports that could be generated from responses:
        Population assessment- University staff, faculty, students
        Other limited demographics- age, gender
        Location of community ―pockets‖ of illness
        How severe symptoms are in those still at home
        How many individuals need to seek low-level treatment/ hospital treatment
        Individuals vaccinated or being treated with antiviral (inventory management)

This information would assist in reporting status of current situation to local, state, and federal health officials,
and would be useful for media briefings. It would be utilized to assist with monitoring and implementing
changes in the‖plan‖ (more treatment centers, changing staff areas, etc.).

Staff needed to perform this work: IT leadership is needed to work with designated clinicians to format the
program. Program planning should include defining potential interfaces to various medical facilities with central
databases, to document vaccinations and antiviral reporting.

The Screening Tool should answer the following questions:

1) Where will this screening tool be stored for easy access?

2) Which staff and clinicians will be designated and trained to use this screening tool?

3) When and how will this training take place?

                            UW-SHEBOYGAN Screening Tool


Date of Birth:


Status:              UW Student

                     UW Staff
                     Area of Employment:
                     Position Title:

                     UW Faculty
                          College or Department:


Symptoms:           None
                    Temperature above 100.4 F.
                    Shortness of breath
                    Respiratory distress
                    Sore Throat
                    Body aches

How long symptoms have been present: (May be important if antivirals are available)
                  Less than 12 hours
                  12-24 hours
                  2-3 days
                  Longer than 3 days

Method of contacting individual, if needed:
                  Phone # _________________________
                  e-mail address ____________________


B. 3 Planning for Acquisition of and Potential Stockpiling of Essential Resources
Each UW campus department will plan for acquisition of special equipment/supplies and resources to maintain critical and essential
services. These pre-identified supplies will be stockpiled in anticipation of disruption of supply sources.

Primary and secondary resources that can supply essential equipment/ supplies should be identified with business name, address, telephone
number, and key contact names included.

If a contract is in place with the current supplier attach a copy of the contract to this document.

Fill in worksheet to use as an essential equipment resource guide:

 Essential Supply or Contracted
 Service Needed                    Company Name-Primary & Secondary             Address                         Telephone        Contact Person

                                                                                 432 Lake St. Madison, WI
 IT connections                    UWC IT Central Office                        53706                           608-263-6012     Marsha Henfer
                                   WISCNET Network Operations                    Pyle Center, 702 Langdon St.
 WISCNET Connections               Center(NOC)                                  Madison, WI 53706               608-262-7832     George Russell

 Cleaning Supplies

 Food & Supplies

C. Vaccine Distribution
UW-SHEBOYGAN Student Services department will coordinate immunizations against seasonal influenza for staff and students at UW-
Sheboygan. There will be a major effort to increase access to immunization for all members of the university community. However, particular
attention will be directed toward identifying and immunizing (at employer expense) those staff defined as critical/essential personnel.

Pandemic Period
While a delay between the initial occurrence of illness from a novel virus and the development of a vaccine is expected, eventually vaccine will be
available. Distribution will be controlled by public health authorities but the university is included in planning for such a distribution and campus
sites will be used. Priority (established by state or federal officials) for administration of vaccine is expected to be (in descending order):

       High risk populations (those for whom illness can be life threatening)
       Essential personnel (health care workers, first responders, etc.)
       General public/campus community

Within the constraints of these imposed priorities, the university will develop a plan for vaccine administration.

D. Antiviral Pharmaceutical Distribution and Use
Antiviral pharmaceuticals acquired through the State Health Department will be distributed consistent with guidance from the state health
department. The vaccine distribution within the University of Wisconsin-Sheboygan will utilize the existing health system.

Student antiviral pharmaceuticals distribution will be provided by an agency to be determined.

High risk required UW-SHEBOYGAN campus personnel (Maintenance, custodial, student services, business office) and pre-identified high risk
UW-SHEBOYGAN (Campus Deans, University Relations) personnel will be primary recipients of antiviral pharmaceuticals as they become first
available to the University system.

E. Psychological and Social Health Counseling
An immediate and top priority is to prepare for the counseling and support needs of students, faculty and staff for implementation throughout the
levels of the pandemic planning process. Whether it involves strategies to cope with possible rumors, fear and distress involved with anticipating
and preparing for a crisis to assisting individuals who are in the midst of an emergency situation, the university should prepare for the emotional
and psychological needs of the campus community following a traumatizing event.

With particular focus on high risk individuals, each campus will work to evaluate employee and student access to and availability of mental health
and social services during each stage of a public health emergency.

Northshore Clinic provides psychological and social counseling for UW-Sheboygan students. UW Colleges provides Employee Assistance
Program through the Madison central office.

F. Disease Control
1) Personal Protective Equipment (PPE)
Follow State of Wisconsin Department of Commerce guidelines regarding respiratory protection. Alert provider community to the need for
respiratory protection for patients with an index of suspicion for influenza.

2) Social Distancing

      Provide public service announcements to the University community regarding the future implementation of social distancing guidance.
      A variety of techniques can be used in a work setting or between employees and the public in a work setting to allow a 3 to 6 foot setting
       between people. These would include reassigning workspace to increase distance between employees in the workspace.
      Guidance includes planning for reduction of in-person meetings and encouragement of the utilization of communication technology
       to reduce exposure.
      When the Wisconsin Health Organization implements Phase 6 (an increased and sustained transmission in the general population
       in the city/county), University of Wisconsin campuses will temporarily suspend classes and other face to face instructional
       activities. Students who are able to return to their permanent residences do so for up to 4 weeks.
      When the Wisconsin Health Organization implements Phase 6, UW campuses will close day care facilities temporarily.
      When the Wisconsin Health Organization implements Phase 6, UW campuses will modify/ suspend/cancel campus social activities, large
       gatherings including theater and sporting events.
      Ill employees and students will be isolated in their homes for 7 to 10 days from onset of symptoms.
      Implement telework and other HR flexible work schedules that are pre-planned.

3. Travel
      Travel to areas with influenza is discouraged.
       Provide guidance in accordance with State and Federal recommendations for necessary travel.
      Limit Study Abroad programs and/or decisions recommending that students return early or defer departure when there is high disease
       prevalence in countries where they are studying or are to study.

G. Alternative Academic Procedures
If and when the University closes for an extended time period due to a health pandemic, the consideration of how and when classes will be
held will be determined by the timing and duration of the closure. The best alternative is to hope the University calendar allows classes to
be postponed during the closure and continue when the university reopens.

  A planning committee should develop campus policies on:

          A timeframe in which the campus could be closed in which the University would extend the semester.
          If the fall semester could be extended into December and/ or the winter term.
          If Commencement could take place before the end of the semester, if the semester was extended
          If the University closed near the end of the semester ( example: four weeks of semester end), if the University could petition, based on the
           severity of the emergency, to make an exception to required contract hours and allow the award of grades based on the grade in place at
           the time of campus closure.

A planning committee should develop and disseminate alternative procedures to assure academic class continuity in the event of college/university
closures. These would include:

         Develop alternative procedures to assure continuity of instruction in the event the university closes for a long period of time. For on-line
          courses, planning policies of what is acceptable for teaching communication methods, handling assignments submissions, course material
          technology methods, online course support systems, and software and audio purchase needs.
         Planning which courses could be completed through independent study, directed reading, and written assignments.
         Planning on what communication means with students are acceptable: e-mail, blogs, pod casts, listservs, postal mail, etc.
         Developing plans to assure continuity of academic services (to include research and laboratory projects) in the event of a reduction in
          staffing due to illnesses.
          Review class attendance policy and medical excuses policy to ensure they do not unfairly penalize students who are ill as a result of an
          infectious disease pandemic.

H. Planning Employee Work Options

With the possibility of social distancing requirements mandated during a public health emergency, planning options for alternative work patterns
so that employees can complete essential services is a State of Wisconsin requirement. Staff that need to perform critical services during a public
health emergency need to be identified, along with back-up/replacement staff, that are trained to perform these same duties. In identifying staff
that will be assigned to perform essential services, these staff should be recommended only after their supervisors have determined if these staff
have secondary job duties that would take precedence over their UW-SHEBOYGAN work duties (examples would be military, volunteer
emergency work, etc.)

Work schedules may need to be changed to meet essential service needs with social distancing standards or few employees available.

If staff will be expected to work at home/ telecommute during a public health emergency, to complete essential services, a review assessment
should be completed to show which staff will be needed and what equipment and connectivity is available to enable staff to work at home.

The chart on the following page should be used as a tool to list the management and staff who could perform work duties at home, and access the
tools they have available to do their work.

The following UW Colleges Resources must be available to at-home workers:

    1.    Campus Email and other Exchange Functionality such as Global Address List, Calendars
    2.    Campus Voicemail system
    3.    Campus HVAC system
    4.    UW Colleges Virtual Private Network (VPN) access
    5.    Remote Desktop Connection to office desktop PC
    6.    UW Sheboygan Intranet site
    7.    Campus Dial-up access
    8.    Desire2Learn (D2L)
    9.    WISDM
    10.   PRISM and associated PeopleSoft applications

Work at Home Requirements

                                                                                                                                     Copier/ Printer?   Home FAX?
Critical Service Team   Staff Name        Have Home PC Y/N   Have Land-Line home Phone? Y/N   High Speed Internet Home Access? Y/N   Y/N                Y/N         Have Cell Phone? Y/N
IT                      Vicky Spelshaus   Y                  Y                                Y                                      Y                  N           Y
                        Ann Gaygan        Y                  Y                                Y                                      Y                              Y

Maintenance             Bruce Edwards     Y                  Y                                                                                                      Y
                         Jim Kasten       Y                  Y
                         Gary Alfson
                        Jeffrey Schara

Business Office         Ed Janairo        Y                  Y                                Y                                      Y                              Y
                        Kelly Reif        Y                  Y                                Y                                      Y                              Y

Communications          Carrie Hoppe      Y                  Y                                Y                                      Y                              Y

Administration          Al Hardersen       Y                  Y                                Y                                      Y                              Y
                        Thomas Peneski    Y                  Y                                Y                                      Y                  Y           Y
                        Christensen       Y                  Y                                Y                                      Y                              Y
                        Bonnie Smith

Section C- Communication
   Pandemic Alert and Pandemic Phase Distribution Strategies

Guidelines for Content of Communications for Various Phases of Pandemic

Interpandemic Phase Goals:

      Assess readiness to meet communications needs in preparation for an influenza pandemic, including
       development and testing of communications plans that link with state and federal authorities, and
       particularly, DOA continuity of government effort. For example:
           o Communications with Central Office
           o Communications with UW System via Morning Reporting mechanisms
           o Communications with Sheboygan County Health Officials

      Develop internal and external dissemination plans for communication with the following audiences:
       classified staff, academic staff, faculty, students, parents, alumni, your community and media.

      Designate and train lead university pandemic spokesperson (UW-SHEBOYGAN Campus Dean), along
       with backups (UW-SHEBOYGAN University Relations Department).

      Prepare and test infrequently used dissemination strategies. For example:
           o Call centers
           o Hotlines
           o Conference calls
           o Emergency use of local radio
           o Cable TV stations (community access and educational access)
           o Internal Public Address System

      Create and update redundant communication systems and distribution methods. For example:
          o Augment fax capabilities to account for possible disruptions to email or Internet distribution
          o Test Internet Service provided by Charter Cable in case main campus service is inoperable
          o Test cell phone coverage in case land line is inoperable

      Collect and advise campus community on up-to-date and reliable pandemic information from federal,
       state and local public health sources.
            o Maintain web page on Campus Web site with relevant information and resources

      Continue to disseminate information from public health sources covering routine infection control (e.g.,
       hand hygiene, coughing /sneezing etiquette), pandemic influenza fundamentals (e.g., signs and
       symptoms of influenza, modes of transmission)

      Begin to disseminate information about the pandemic preparedness and response plan along with basic
       information on potential impact of a pandemic on the campus community and expectations of students,
       faculty and staff in a pandemic situation. Separate pandemic preparedness website from flu prevention

Interpandemic Phase Distribution strategies:

      Continue publicity related to flu shot availability for students, faculty and staff.
          o Publicize thoroughly hospital-sponsored for-fee clinics
          o Publicize thoroughly county-sponsored clinics

      Continue to collect and add additional prevention and vaccination content for flu site, Portal, student
       publications, web sites, and for general media.
          o Staff should funnel material to University Relations Director

      Flu prevention posters to be distributed to campus locations (Commons, Student Services, SGA office,
       locker rooms, bulletin boards, etc)
           o Assistant Dean for Administrative Services and Buildings and Grounds Superintendent to
               oversee the distribution of these posters

      Continued interface with state and local pandemic communications group
          o Sheboygan County Officials:
                   Dale Hippensteel
                   Marie Seger

      Mass email to students, faculty and staff with prevention information, promote flu site, if warranted

      Develop a letter to the parents of all students about emergency response plan. Include information about
       the implications to parents if the campus is closed.

      Begin to collect parent email addresses or other contact info to communicate with parents.

      Conduct governance, student and media briefings around pandemic planning and preparedness (discuss
       plan, talk about academic and facilities contingencies, encourage faculty to talk about plans with their

      Begin developing FAQs, messages based on pandemic plan to account for pandemic scenarios

Pandemic Alert and Pandemic Phase Distribution Strategies:
       A website designed as an information clearinghouse for information about health/disease and campus
        operations will operate at The site will be used for broadcast information of a general
        nature, including general campus status information, and specific Avian Flu information. Updating can
        be done either on or off campus as conditions dictate.

       Media distribution: Media will be apprised of evolving status of activities on campus and steps being
        taken by the institution.

       Mass and targeted population email distribution

       Mass voicemail to employee voicemail users if applicable

       Internal distribution: Electronic distribution channels include media list;

       Info line and call center to be established in the event of pandemic environment. Staffed by Required
        Employees with content and scripts crafted by University Relations. This would be a dedicated phone
        number to answer calls from the public, parents, students, etc., regarding pandemic response.

       Use of posters and other communication tools already available from the Centers for Disease Control
        and Prevention, or use University Relations to create and distribute campus signage.

       Media monitoring: Monitor Internet, TV and radio for campus-specific information in order to correct

       Coordination with other public information officers at System, city, your local law enforcement entity
        level to increase coordination of messaging.

       Conduct news media briefings, news conferences and public outreach.

       Identify and train other campus communicators to participate in pandemic communications. (This would
        occur only in the event the Campus Dean and/or University Relations staff is unavailable.

       Develop additional electronic information distribution capacity: Pod cast audio, Face book.

Recovery and Resumption of Normal Operations

Based on surveillance information on prevalence of illness and recommendations from state and local health
officials, recommendation to resume normal campus activities and an appropriate time line for doing so will be
made to the Dean‘s Executive Team.

Guidelines for Procedural Responsibilities for Communications

For Campus-Specific Communications
In the event that an announcement must reach every member of campus, or every faculty/staff member, the
following process will be followed:

   1. Campus Dean or designee will indicate when and what communication must be made.

   2. If needed, the University Relations Director will facilitate the communications to faculty and staff by
      the following means and in this order:

           a. Email messaging to staff and students. UR Director will have email permissions to email to
              faculty, staff and student distribution lists either from campus or off of campus.
           b. Web site announcement on campus Home Page. UR Director will have ability to modify Web
              site from either on-campus for off-campus.
           c. If necessary, UR Director will contact local radio and TV stations to make announcements. The
              list of stations typically contacted will be maintained in a secure electronic location that is
              accessible via the Internet, such as the UW-Sheboygan Sharepoint Intranet Site.
           d. If necessary, UR Director will hang posters throughout campus.
           e. If necessary, UR Director will make announcement in campus print publications such as Hot
              News and the Voice student newspaper.
           f.   If necessary, UR Director will send out mass voicemail message via our internal phone system.
           g. If necessary, UR Director will announce real-time messages over the internal P.A. system
              controlled in the campus mailroom.
           h. UW Sheboygan Facebook site
           i.   UW-Sheboygan Educational Access Television channel.

   3. For the communications processes listed above, the UR Director will enlist the logistical and technical
      aid of the following people if needed:

           a.   Assistant Campus Dean for Administrative Services
           b.   Campus Information and Instructional Technology Staff
           c.   Business Services and Dean‘s Office Staff
           d.   Student Services Staff

For Class- or Instructor-Specific Communications
In the event that an announcement must reach the members of a specific class, the following process will be

   1. Class instructor will determine the content of the message. Typically this will be a class cancellation.
      In the case of a class cancellation, this process should be followed at least 2 hours prior to the start of

   2. Class instructor will facilitate the communication of the message to his or her students by the following
      means in the following order:

           a. Instructor will email all affected students with the message. PRISM and D2L provide excellent
              tools for sending a single message to all students of a class in a single procedure.

           b. Instructor will post announcement on the Faculty Announcements page of the UW-Sheboygan
              Web site. This page is a page inside the Intranet site and is accessible via a link on the Home
              Page of the campus Web site. Each instructor has the ability to post announcements on this
              page. All announcements will be posted cumulatively. This page has ‗anonymous‘ access
              rights which means that anyone on the Internet can read this page without logging on.

           c. Instructor will contact via phone the Dean‘s Executive Assistant on campus to convey message.
              The Dean‘s Executive Assistant will facilitate the posting of class cancellation posters on
              campus if necessary.


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