Essential Personnel Emergency Preparedness

1. Essential PersonnelEmergency Preparedness May 2019

2. Webinar This presentation was recorded. To view the webinar recording, please click here.

3. Why Are We Here? • Provide an overview on essential personnel • Clarify who is essential personnel and what their responsibilities are • Discuss frequently asked questions • Share preparedness resources and training information

4. 2019 Hurricane Season is Upon Us! • From June 1, 2019 – November 30, 2019 • 2019 Prediction (as of December 2018) • Slightly below average • Named storms: 12 • Hurricanes: 5 • Major hurricanes: 2 1 Forecast released on December 11, 2018 by the Tropical Storm Risk (TSR) Consortium of the University College London

5. Am I essential personnel

6. What is the definition of essential personnel?

7. Employees that will, in the event of severe weather conditions, utilities/technology issues, or major emergency situations be required to work before, during and/or immediately after an incident occurs.

8. Before, During, and After Essential personnel may be required to work: • Before an incident to prepare for a potential emergency situations • During the emergency to ensure that critical functions continue during the emergency event • Immediately following a natural or human-caused disaster to assess situations and quickly restore critical University functions.

9. Employees Expected to Work During an Emergency Situation Are those needed to: • Ensure critical functions continue during the emergency event (e.g. Department of Emergency Management, Police, Facilities Management) • Provide services that relate directly to the health, safety, and welfare of the University • Maintain and protect University assets

10. I’m Essential – Is this Documented? • After your supervisor/department head deems your position is essential • Your HR Liaison updates your position description • A report of roles currently deemed essential can be found at: myhrreporting.fiu.edu and the report name is FIUHR_ESSENTIAL_PERSONNEL • Employees will able to check through self-service

11. Check if You are Essential Personnel

12. HR Liaisons To add a new individual/position as essential personnel Update verbiage to the position description via an ePRF request: Performs essential duties in any emergencies such as hurricanes, storms, and/or any other university emergency closing.  The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator. Additionally, please check the “Essential Personnel” flag in PantherSoft when updating the position description.

13. HR Liaisons To remove an individual/position from this delegation: • Submit the ePRF, uncheck the “Essential Personnel” flag, and inactivate the duty in the position description. • Should you have any questions about the process to update position descriptions, do not hesitate to contact Compensation Administration at cmpadmin@fiu.edu.

14. HR Liaisons Before you update position description: • Review position description with department head • Discuss if this position really is essential? • Push back if it doesn’t meet the definition above • If you are unsure, contact Compensation Administration for assistance and guidance • cmpadmin@fi.edu • 305-348-4996

15. Essential Personnel Frequently Asked Questions

16. True or False: What Do You Think? Q. The Vice President or department head of my area makes the determination whether I am essential personnel or not. TRUE Q. I am considered essential personnel based on my years of service and supervisory status. FALSE Correct Answer: The determination is based on your position which has been deemed critically necessary before, during, or immediately after an emergency.

17. How Will I Be Contacted? Emergency Operations Activation Example: Preparation for hurricane impact or major event University Community Essential Personnel Department head or supervisor will communicate to those deemed essential • Communication/messaging may come in the form of e-mail, phone, and/or text prior to the incident • May come from Division of Human Resources, Division of External Relations, Office of the President, incident commander, area Vice President, or department head

18. How Will I Be Contacted? No-notice Incident Example: Following a major utilities failure or tornado event • Communication/messaging may come in the form of e-mail, phone, text, news media, FIU social media, etc. • Pay close attention to all communication sources • Messaging will come from Division of Human Resources, Division of External Relations, Office of the President, incident commander, area Vice President, or department head • Follow the directions from your area Vice President/ department head

19. How Will I Be Compensated? • If you are a non-exempt employee, you will be compensated for all hours worked • If you are an exempt employee, a flexible schedule may be considered with approval of your respective supervisor

20. Scenario A hurricane is projected to hit Miami in the next two days. Due to the severity of the storm, it has been determined that the University will be closed to allow time for the university community to prepare and be safe. You are a non-exempt employee working in Facilities Management. As essential personnel, you will be working during university closures. You’re supervisor has already reached out to you and a COOP is in place for this emergency situation.

21. Scenario Cont. The hurricane came and went. Thankfully, Miami did not take a direct hit but the university remained closed for a total of five days. You were required to work three out of the five days. As a non-exempt employee, how will you be compensated for the days the university was closed?

22. What is the Correct Answer? • You will be compensated for 40 hours of work (five days). B. You will be compensated for 40 hours (five days) of straight pay plus 24 hours of “Emergency Hours” worked. C. You will be paid for only the 24 hours (three days) of “Emergency Hours” worked during the storm. D. You will be paid time and a half for all hours worked.

23. Correct Answer • You will be compensated for 40 hours of work (five days). B. You will be compensated for 40 hours (five days) of straight pay plus 24 hours of “Emergency Hours” worked. C. You will be paid for only the 24 hours (three days) of “Emergency Hours” worked during the storm. D. You will be paid time and a half for all hours worked.

24. It’s important to be prepared and have a plan Preparedness

25. Preparedness at Home and at Work University Preparedness • Follow department’s emergency plan2 • Follow department head’s directions Personal Preparedness • Make a plan • Prepare a disaster kit • Stay informed 2 The FIU Ready program is a continuity planning tool used to maintain normal University operations in the face of disruptive events. For more information on FIU Ready, please visit the FIU Department of Emergency Management website at: dem.fiu.edu.

26. Continuing of Operation Plan (COOP) • Do you know your department’s COOP? • Do you know who to contact about your COOP? • Do you know the chain of communication in your department? (e.g. department phone tree, WhatsApp) • Do you know what your role is?

27. Make a Personal Plan Some factors to consider when developing your own plan: • How will I receive emergency alerts and warnings? • What is my evacuation route? • How will I communicate to my family/household? • Where do I shelter? • What will I do with my pet? • What documents do I need to store and/or carry? • Do I have special needs (e.g. medical, dietary)?

28. Prepare a Disaster Kit • Cash • Water • Food • Flashlight w/ extra batteries • Crank or battery-powered radio • First aid kit • Important documents • Entertainment • Bug repellant • Hygiene products • Prescription medication • List of important telephone numbers • Disposal plates and utensils • Closed-toe shoes For more information regarding disaster kits, please visit the FIU Department of Emergency Management website at: dem.fiu.edu.

29. Hurricane Preparedness with Roary

30. Stay Informed • Register for FIU Alerts to receive emergency phone calls and text messages • Broadcasts emergency notifications on campus via office phone and loud speakers • FIU Hotline – FIU HELP (305) 348-4357 • Social media – Twitter @FIU and “Like” FIU Facebook Page • FIU website – www.fiu.edu • Electronic message boards throughout campus • Local media (e.g. television, radio, social media)

31. Helpful Resources & Training

32. Questions/Concerns • Contact the Department of Emergency Management • dem.fiu.edu; (305) 348-0670 • Contact your Department Head or area Vice President • Contact the Division of Human Resources: • Modesto A. Maidique Campus (MMC) - (305) 348-2181 • Biscayne Bay Campus (BBC) - (305) 919-5545 • hr.fiu.edu

33. Authorities and References • Florida Statues Chapter 252, Emergency Management • Florida Board of Governors Regulation 3.001 Campus Emergency Management • FIU Bylaws of Board of Trustees • FIU Policy 180.105 Emergency Management and Continuity of Operations • FIU Policy 1710.285 Severe Weather/Emergency Closing

34. THANK YOU!