Pandemic planning principles

Planning Principles in the Event of a Pandemic Outbreak^[1]

Environmental Health and Safety
1. The University will strive to preserve and protect the health and safety of all its members so far as is reasonably practicable.
2. The Joint UOIT-DC Pandemic Steering Committee (PSC) will continue to provide advice, guidance, technical support and services to Faculties and administrative units on safety, health and environmental factors as resources permit.
3. The Joint UOIT-DC PSC response to requests for service will be based on a prioritized risk assessment of the issue/hazards.
4. The Joint UOIT-DC PSC will liaise with external organizations and authorities regarding mitigation, preparedness, response, and recovery action.
5. The Joint UOIT-DC PSC will evaluate and promote measures that are proven effective during a pandemic in protecting employees as endorsed by regional and provincial health authorities.
Academic
1. The University will continue to operate as normally as possible to minimize disruption of instruction and research, and to protect and preserve the academic experience and the workplace environment.
2. The interest of students is paramount in the determination of academic concerns in the event of a pandemic.
3. The academic community will be educated about flu prevention and symptoms, and will be encouraged to make appropriate personal health decisions.
4. Every attempt will be made to continue to offer classes and laboratories and maintain library services as normally as possible.
5. Where possible, continuation of course work and assignments may be facilitated through independent course work and technology.
6. To the extent possible, decisions on instructional matters will be made within the context of existing policies and regulations. Where necessary, decisions to modify or waive a policy or regulation will be the responsibility of the Provost or designate in consultation with the Deans.
7. Decisions to extend the term, revise exam schedules or other alterations to the academic schedule will be made by Academic Council or the Executive Committee of Academic Council. A special meeting of Academic Council will be called by the Chair where time permits.
8. All decisions on academic remediation will be guided by the principles of fairness to students, flexibility and academic program integrity.
Research
1. In the event of a shut down, most research and equipment can be shut down in 1-2 days.
2. Research projects, facilities and equipment that cannot be shut down will be identified, and a schedule of people and backups will be developed to keep them operating and accessible.
3. During a shutdown, all other research facilities will be locked and access will be restricted and closely monitored for the duration of the shutdown.
4. Decisions on research matters will be the responsibility of the Provost or designate in consultation with the Associate Provost, Research and relevant Deans.
5. Every effort will be made to accommodate students and extend their financial support as appropriate.
Human Resources
1. Employees will be given information about preventive health measures and pandemic flu symptoms and expected to cooperate with the University in its efforts to respond to the pandemic.
2. Employees who suspect that they have the pandemic flu are expected to stay at home and are covered by current sick leave provisions. In the event that someone in the employee's household is medically diagnosed with the pandemic flu the employee is expected to stay at home and will be covered by current sick leave provisions. Employees required to stay home for care-giving reasons due to a closure of the school system will be similarly covered; the University expects that employees in this situation will make reasonable efforts to secure alternate child care arrangements so that they can report to work if the University remains open. Employees will fulfill attendance reporting requirements developed to track the effect of the pandemic on the University's workforce.
3. During the course of the pandemic , the University may determine that an employee needs to stay at home rather than come to work and potentially infect other staff members. Current sick leave provisions would apply until the employee's health improves and he/she is cleared by a physician for safe return to work.
4. In the event that the University is closed, employees will continue to be paid during the closure. Employees whose contractual term ends during such a closure will be paid to the end of their contract term.
5. During the course of the pandemic, the University may redeploy an employee to the performance of key functions in their employment department or to another understaffed critical area. If the redeployment is to duties that are higher rated than the employee's classification, the employee will be paid at the appropriate higher rate for time spent performing such functions. The manager of the area where the work is performed will track such time.
6. Where practical the University may require an employee who is not ill, but is confined to home due to University closure or for care-giving reasons, to perform some job functions from home.
7. In the event of a University closure, some staff who are not ill may be required to continue to attend work to ensure the maintenance of functions deemed essential.
8. It can be expected that understaffing may require overtime to be worked. Such time will be tracked and paid under current overtime provisions.
9. Human Resources will give priority to the maintenance of payroll and benefits. Any corrective steps required will be taken in the post-pandemic stage.
Information Technology
1. While the University is open it will be necessary to keep all online learning functions available.
2. ITS will coordinate a call centre infrastructure for student, staff and public queries and other functions.
3. In the event of a shut down, the ITS server and network infrastructure can normally function for a short period of time.
4. During a shut down, there will be a protocol to allow ITS staff on campus to perform maintenance and recovery functions.
5. In all scenarios, the Internet, core data networks, email and telephones will be kept running to the extent that external vendors are able to continue providing support.
Physical Plant
1. Campus buildings will be kept going as long as possible. During a prolonged shutdown buildings will be drained to eliminate freeze up and shut down if not in use.
2. Services will be maintained as long as possible provided there are adequate staffing levels. Cleaning of washrooms and public areas will be a priority. New construction will be minimal.
3. Ontario Hydro and other major utility providers will continue to provide service.
4. In the event of a shut down, only essential services will be maintained. Minimal to no snow clearing, maintenance etc. will be done.
Residences
1. Residences will continue to operate as normally as possible during a pandemic.
2. In the event of a shut down, residences will be kept open for those students unable to return home Basic services such as food and cleaning will be required for these students..
3. Procedures will be established to isolate sick students and provide necessary medical care and services.
4. Students may be recruited as appropriate to augment areas where staff members are ill and services need to be maintained e.g., cleaning, food services.
5. The Campus Emergency Response Team will work in the residence to monitor the health status of students and report to the Director of Campus Health Services.
Security Services
1. Security services will be maintained on a 24/7 basis. Emergency services provided by the City of Oshawa to the University will still be in place, however non-emergency response to the University will likely not occur in the event of staffing shortages within the City of Oshawa.
2. An appropriate Emergency Operations Centre (EOC) will be designated in the event of a pandemic to coordinate all operations between the University and the City of Oshawa. Security Services will coordinate with other University departments to address issues as they arise (e.g. residential containment, etc).
3. Security Services staff are equipped with safety equipment and first aid training. Any further training or equipment can be arranged as needed in the event of a pandemic.
4. Students and staff assessed by the Campus Health Centre will follow the recommended Durham Region Public Health Protocols.

[1] Adapted from the University of Manitoba Pandemic Planning Website, "University Information." 13 August 09 <www.umanitoba.ca/about/pandemic/univinfo.html>.