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Will Your Office be Able to Function???

Disaster Preparedness. Will Your Office be Able to Function??? . Janet L Davis. Campus Disaster Plans. Physical Plant – grounds/buildings Student Affairs Academic Affairs Communications/Computing Campus Police Human Resources/Payroll. UNO Hurricane Plan.

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Will Your Office be Able to Function???

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  1. Disaster Preparedness Will Your Office be Able to Function??? SACRAO 2013 Janet L Davis

  2. Campus Disaster Plans • Physical Plant – grounds/buildings • Student Affairs • Academic Affairs • Communications/Computing • Campus Police • Human Resources/Payroll SACRAO 2013

  3. UNO Hurricane Plan Set up on “Number of Days Out” Hurricane Preparedness Committee meets & sends information emails/text messages to the campus community. Pick up trash bins, benches, bike racks, etc. Plan evacuation of housing residents and international students. SACRAO 2013

  4. UNO Hurricane Plan Lock out data base users. Prepare buildings for power shutdown. Emergency web site final testing. SACRAO 2013

  5. UNO Hurricane Plan Programming staff save their own files and SQRs. Backup copies of all web pages. Mirror Servers at 2 locations. SACRAO 2013

  6. Office Plan (old) Cover sensitive equipment. Move things off the floor. Empty bottom drawers of file cabinets in the vault. Update the staff emergency contact list. SACRAO 2013

  7. Office Plan (now) Registrar has a mobile file that is packed with items such as the seal, letterhead, etc. Critical supplies are stored off-site. SACRAO 2013

  8. Office Plan (now) Each staff member has a list of what they are to take away from the office. Two designated “captains” make sure their part of the office is buttoned down. The staff emergency contact list now includes a number outside the area that we call to report our location. SACRAO 2013

  9. “Normal” Conditions • Power would be out just a few days • Staff returns home • Another day or so to get office back up & running • No long-term interruption of other services (mail) SACRAO 2013

  10. The Reality No Power (electrical/natural gas) over affected area. No drinking/running water. Gasoline shortages. No communication – cell and land lines down, but even if working, cell phone charging becomes an issue (see item 1 above) . SACRAO 2013

  11. Rebooting the Campus • How to locate staff • How to put them to work • Web Check-In pages for faculty/staff • Locating Students via Web Check-in • Rescuing equipment from campus • Access to your data base SACRAO 2013

  12. Rebooting … cont’d • Decide what services can be offered • considering displaced staff • who will do what • technology available to displaced staff • what equipment/supplies can be had • Don’t overestimate what you can do • Leave off any luxury services SACRAO 2013

  13. Plan NOW What technologies are available now that you can begin to use BEFORE the disaster strikes so you can run your office away from your office? SACRAO 2013

  14. Groups to Serve Future students – recruitment & application Current students Alumni/Former Students SACRAO 2013

  15. Future Students Everyone probably has a way to collect prospective student data electronically If you don’t, start Receive ACT/SAT/GMAT/GRE/TOEFL scores electronically for loading into your SIS SACRAO 2013

  16. Future Students Online admissions application On your own web site Via one or more third-parties Electronic communication with applicants (email, online chats, Twitter feeds, etc) SACRAO 2013

  17. Current Students Provide LOTS of basic information to your students via your web site. • News, general information, how-to’s • Registrar Facebook page and/or a Twitter account SACRAO 2013

  18. Students/Alumni Degree/enrollment verifications Diploma reprints Transcripts SACRAO 2013

  19. Students/Alumni Sign up with the National Student Clearinghouse (www.studentclearinghouse.org) or Credentials Solutions (www.credentials-inc.com) SACRAO 2013

  20. Students/Alumni Clearinghouse/Credentials Solutions Verifications of degree Verifications of enrollment You provide the data to them and they report it for you (for free). SACRAO 2013

  21. Students/Alumni Transcript Ordering (small fee paid by requestor). They collect the information, the release form if needed, and any fee you charge. SACRAO 2013

  22. Students/Alumni Send Transcripts electronically eScripSafe (www.scrip-safe.com) This service provides a method to send/receive official transcripts if you have no postal service. SACRAO 2013

  23. Test Your Plan Make sure your plan works within your computing services’ disaster plan. • Make sure that you can get to your data. • Any special connectivity needed?? VPN maybe??? SACRAO 2013

  24. Test Your Plan Make sure your student portal/web access will function post-event. • If you have implemented transcript ordering or verifications from within your student web access, test to be sure it still works. SACRAO 2013

  25. Test Your Plan If possible, send a portion of your staff home to work remotely and evaluate that. • You want to make sure that they can do what needs to be done if they are not physically on your campus. SACRAO 2013

  26. Test Your Plan Ideally, you would set a date and stage a mock disaster, then implement your plans with people logging in remotely. See how the emergency setup performs. Evaluate the results and tweak the plan as needed. SACRAO 2013

  27. Suggestions…. If you are away from your campus after the disaster, make sure you know where the “power brokers” from your campus are meeting and making decisions. Be there if you can. SACRAO 2013

  28. Suggestions…. Be a ghoul…. • Watch the disasters that happen and learn what worked and what did not and adjust your plan accordingly. SACRAO 2013

  29. R U(red)E ? Questions????? jldavis2@uno.edu SACRAO 2013 Janet L Davis

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