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Pandemic Plan
Introduction
As public health studies and news reports indicate, a pandemic, or worldwide outbreak of a new influenza virus, could overwhelm health and medical capabilities globally. This type of outbreak could potentially result in hundreds of thousands of deaths, millions of hospitalizations, and hundreds of billions of dollars in direct and indirect costs. This impact will likely be felt on UNBC of Northern BC campus, as well as across Canada. This summary statement will provide an overview of the UNBC preparedness and response activities to mitigate campus-wide impact.
The Pandemic Threat
Pandemics occur when a novel virus emerges that infects and can be efficiently transmitted between humans. Animals are the most likely reservoir for these emerging viruses; avian viruses played a role in the last three influenza pandemics.
UNBC’s plan addresses different outbreak scenarios including different levels of severity of the virus and rates of transmission. To prepare for the most severe health scenario to affect the campus community-that of a highly infectious and fatal virus entering northern BC-the plan developed for UNBC is based upon the assumption that the campus may need to suspend the academic program and close UNBC campuses for some number of weeks or months until the rate of transmission of the virus begins to reasonably subside. In this report, this period is referred to as a “Temporary Campus Closures” (TCCs).
Given the ease in which seasonal viruses spread each year among the population, it is assumed that the academic environment of campus classrooms cannot be maintained in the face of this new global pandemic without putting students, staff and others at risk of infection and possibly worse. Health sources recommend taking steps toward social distancing, minimizing public assemblies, proper cough/sneeze etiquette, increased hand washing, and other actions, in order to slow, but never stop, the spread of the virus. Yet, it can be anticipated that at the height of a pandemic outbreak few students will feel comfortable sitting in classes without being fearful for their own health. In addition, UNBC may be directed by provincial or federal authorities to close the campus regardless of the institution's interest in doing otherwise.
The suspension of all classes and the possible closure of residences will be potentially very disruptive for students wishing to attain Bachelors' degrees in four years or to complete graduate programs in a timely manner. Nevertheless, the UNBC Pandemic Plan must contain such a scenario as a necessary means to protect members of the campus community.
The decision to close any of UNBC’s four campuses will be made by the President. It will occur at a point after the first verified case is discovered in North America and be based upon a combination of the following decision criteria/factors:
World Health Organization declaration of Phase 6-Pandemic period: Increased and sustained transmission in the general North American population,
- Confirmation of a high rate of infectivity, morbidity (rate of infection) and/or mortality (death rate),
- Rate/speed of disease spreading,
- Local public health recommendations to curtail/cancel public activities in regional or provincial,
- Falling class attendance, students leaving campus,
- Rising employee absenteeism,
- Other regional schools/school systems closing,
- Transportation systems closing/curtailing travel,
- Cases in northern BC occurring early versus late in the overall Western Canadian experience with the unfolding pandemic.
During the period when classes are suspended, most campus academic, administrative, and support operations will be closed. Minimal utilities will be supplied to buildings, but all routine, normal daily housekeeping and maintenance activities will cease until such a time when the re-opening of campus buildings has been announced. Buildings will be secured in a way to prevent re-entry by all but approved essential staff. Most research activities that depend upon campus facilities will need to be suspended as well when all other routine building services end.
Security, safety and facilities staff, and a small number of other essential employees will be needed to maintain safe, secure, and hazard-free buildings; however, the way in which these essential staff members conduct themselves while on campus will be done in a manner to minimize exposure to others who may be carrying the virus.
Assumptions Underlying the Pandemic Plan of Action
- UNBC's response to a pandemic will be managed by the Emergency Response Team (ERT). It will meet weekly, daily, or more than daily as issues unfold. A location will be determined and expanded opportunities for conference call meetings have been established when large group meetings are no longer advisable or possible.
- Prior to the onset of the pandemic, officials will monitor the information available via the internet and other sources. Through all the stages of response, The Provost, will be the primary contact with the BC Ministry of Health, Centers for Disease Control (CDC), World Health Organization (WHO), and Northern Health Authority officials. The Manager of Risk & Safety will maintain contact and co-ordinate with the RCMP.
- An outbreak could interrupt normal University functioning for a period of two to four weeks up to several months.
- UNBC will implement social distancing measures and evacuate many of its students and employees, but it may need to maintain some systems to support continued infirmary operations, minimal student housing, and selected research activities.
- UNBC has existing communications resources that can be mobilized for quick response in the event of an emergency. Media relations and use of campus media equipment are additional assets to be used to support the communications plan.
- Essential employees may need to function from either remote or campus locations to maintain services. Options for limiting exposure of essential employees to the virus may be beneficial. Staff may be requested to work multiple shifts and critical staff may need to be on campus to service critical campus systems.
- Some level of loss of essential employees to illness or to care for a loved one will require back up options for essential functions. Absenteeism attributable to illness, the need to care for ill family members, and fear of infection may reach 40% with lower but still significant absenteeism both before and after the peak (www.pandemicflu.gov)
- Also, absenteeism may be affected by the closing of public schools, quarantines, and other measures taken in the community.
- Those affiliated with UNBC, even if they are not employed or enrolled, will require information on UNBC's plans and implementation during the crisis. Parents and families, the surrounding community, governing bodies and elected officials will all require periodic updates.
- At all times, the health and safety of the campus community will be of paramount importance. Protocols for health and safety measures have been developed and are included in this document.
- This plan will apply to the initial outbreak, as well as subsequent waves of any outbreak.
Areas of Institutional Response
If a case of human-to-human transmitted influenza is identified anywhere in the world, the UNBC Emergency Response Team (ERT) will be activated. The regular membership of the team will be supplemented with individuals identified as providing leadership to the following areas of response:
(1) Communications,
(2) Academic Program,
(3) Health and Safety,
(4) Student Life, and
(5) Administrative Services
Each of these five areas of response is described in this document in more detail. Later in this report, these five areas are used to organize the response of the institution at each level of engagement with the potential flu pandemic.
1. Communications-Communications will be maintained via the use of the web, e-mail, telephone, and the media, depending upon the continued availability of each of these options. Co-ordination of this area of response will be handled by the Director, Media & Public Relations. Communication will be needed for various audiences at different stages of a pandemic. Specific plans for communication are outlined in the six pandemic phases in the following sections of this report. For each of these phases, draft communications will be developed in advance for use as needed.
(a) Web - The Pandemic Plan website ( http://www.unbc.ca/pandemic), linked to UNBC's top level page, will be used for broadcast information of a general nature, including general campus status information, and specific pandemic information. As needed, the UNBC Website will include links to other useful information. Updating can be E-mail - Existing mechanisms are in place for authorizing and sending mass e-mail to the campus community. As the situation develops, e-mail services for general use will be supported with essential staff and will include all faculty, staff, and student accounts, including the ‘unbc.general’ information forum.
(b) Telephone - University land-line telephones will be supported with essential staff and will include all current telephone lines. These telephones can be used to disseminate critical information to the campus via recorded voice mail messages. Cell phones may also be used for direct communication with critical employees as needed, depending upon continued service by cellular network providers.
(c) Media - Critical messages may also be disseminated by Media Relations staff via newspaper advertising, commercial and radio broadcast messages to reach people coming to campus or in the immediate vicinity.
2. Academic Program - Continuity of instruction and research will be co-ordinated by the Office of the Provost.
If and when UNBC closes for an extended time period due to a pandemic, consideration will be given to the timing and duration of the closure. If the closure is less than two weeks, it will be assumed that the semester classes can be completed. If the closure is more than two weeks, the semester could need to be extended. If it is within four weeks of the end of the semester, UNBC would accept grades at the point of closure. The goal, if at all possible, would be to recuperate the fall or spring academic semester.
UNBC currently has an established refund policy on tuition, room, board, and fees. Any modifications to this policy would need to be determined based on decisions regarding length of closure, cancellation of classes/services, and granting of academic credit. Modifications of the current refund schedule would require approval of the UNBC Board of Governors.
During the closure period, access to the campus will be severely restricted for safety reasons and due to the absence of fully operational support systems. Most research activities that depend upon campus facilities will be temporarily suspended, with exceptions made for those having unique difficulty in closing.
3. Health and Safety-UNBC Risk and Safety department, in conjunction with the Northern Health Authority, is responsible for co-ordinating all health care during a disease outbreak. The Manager, Risk and Safety, will provide leadership to those efforts. As needed, the Housing & Residence Life department will provide beds, and Conferences Services will provide linen service for an infirmary. The Counselling Centre, in conjunction with the Northern Health Authority, following Red Cross-approved disaster preparedness training, will suspend traditional counselling/psychotherapy and institute crisis intervention procedures (psychological first-aid) for campus victims of emotional trauma or post traumatic stress. First Responders are often prevalent among such victims. The Counselling Centre Coordinator, is responsible for co-ordinating all crisis intervention psychological services. Personal protective equipment (PPE) acquisition and directions for use will be co-ordinated by the Occupational Risk/Safety Coordinator.
4. Student Life-Student housing will be maintained as long as classes are in session. Once classes are cancelled, steps will be taken to close all University residences. Temporary emergency shelter will be provided for a limited number of students who have difficulty leaving the campus (e.g., international students from countries impacted by the pandemic). The Housing & Residence Life Manager will co-ordinate. As long as residence buildings are open, food service functions will be maintained, although modified. The Office of the Vice President Administration and Finance will manage food services functions.
If an outbreak abroad endangers students or faculty in study abroad programs, UNBC International Exchange and Student Programs will respond to the situation, and will facilitate the evacuation of students, should it become necessary. The Director of Purchasing, Contract and Risk Management will co-ordinate contacting the entire faculty and staff affected abroad and will develop a response plan.
5. Administrative Services-Policies and procedures related to staff functions will be co-ordinated by the Office of Human Resources. The Director of Human Resources, will co-ordinate. The Director of Facilities, will oversee facilities management issues and facility maintenance. The Finance department is responsible for providing financial services. This includes processing and issuing employee paycheques, paying bills, and ensuring funds can be procured for any necessary outside vendors. The Director of Finance will co-ordinate.
Pandemic Response Phases
As a pandemic progresses and becomes more widespread, the danger to the UNBC campuses will increase. The Emergency Response Team has organized its planning according to the following levels. The progression of these levels may occur rapidly and may be altered due to the recommendations of local, provincial, or federal authorities. A brief overview of these levels is provided here, with more detailed plans outlined in the sections of this report that follow.
Pre-Level 1: Prior to efficient human-to-human transmission
This phase of the pandemic plan begins at the present time and continues until there is a reported and substantiated first case of efficient human-to-human transmission somewhere in the world. It is a time for all communication plans to be finalized and academic units to complete plans for research interruption, alternative instruction, and class cancellations. Other administrative and student service units will finalize closure protocols, and order necessary supplies and plan for their distribution.
Level 1: First cases of efficient human-to-human transmission internationally - Campus open, business as usual, enhanced planning
At Level 1, the Emergency Response Team will begin to meet on a regular basis to fine-tune all plans for responding to a pandemic. All operations will continue as usual including classes and research, but more specific steps will be taken to prepare for Level 2. Communication with the campus community will increase to keep everyone informed of plans being implemented.
Level 2: First verified case in North America AND one or more other triggering events (listed below)
Implement social distancing measures; cancel classes and other scheduled activities; prepare for closing; begin liberal leave for non-essential employees, healthy essential employees report Decision criteria/triggering events:
World Health Organization declaration of Phase 6-Pandemic period: Increased and sustained transmission in the general North American population,
- Confirmation of a high rate of infectivity, morbidity (rate of infection) and/or mortality (death rate),
- Rate/speed of disease spreading,
- Local public health recommendations to curtail/cancel public activities in regional or provincial,
- Falling class attendance, students leaving campus,
- Rising employee absenteeism,
- Other regional schools/school systems closing,
- Transportation systems closing/curtailing travel,
- Cases in northern BC occurring early versus late in the overall Western Canadian experience with the unfolding pandemic.
At Level 2, social distancing measures will be adopted including the cancellation of classes and all other activities. The Risk & Safety, Housing & Residence Life, Facilities and Security will begin to implement emergency response procedures.
- Administrative departments, student service units, and all academic programs will begin the process of shutting down.
Level 3: Within 1-5 days of declaring Level 2 and depending on international, national and regional conditions
At Level 3, all University residences will close.
- Food services begin to close all services.
- As soon as practicable, most administrative offices and academic buildings will close.
- All research operations, except those with critical facility needs will be interrupted until the pandemic period has passed.
- All administrative and academic support units will be shut down until the campus reopens.
Level 4: As soon as practicable following Level 3
During Level 4, the campus will be closed.
- No vehicles or pedestrians will be permitted on campus unless approved as essential employees for tasks related to maintaining and securing the physical campus structure.
- All service contracts and construction projects will be put on hold.
- An emergency condition is declared.
- All facilities will be closed except skeletal services for temporary emergency shelter housing for students with extreme hardships, and essential research.
- Access to campus will be sealed off.
- Closure is sustained.
Recovery Phase: Recover campus services once pandemic is under control
Once the danger of a pandemic has passed, the campus will re-open for business. As services return to normal, accommodations for concerns that arose as part of the period of closure will be addressed.
These five levels of response (from Pre Level 1 through Recovery) provide the basis upon which the remainder of this report is organized. Each level is presented with specific actions that will occur in each of the identified areas of institutional response: (1) Communications, (2) Academic Program, (3) Health and Safety, (4) Student Life, and (5) Administrative Services.
The University of Northern BC acknowledges the generosity of the University of Maryland for their assistance with this pandemic plan.
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