SCHOOL OF NURSING...2018/11/22 · SCHOOL OF NURSING CONTINUITY OF OPERATIONS (COOP) PLAN November...

SCHOOL OF NURSING CONTINUITY OF OPERATIONS

(COOP) PLAN

November 2018

VERSION 3.2

Prepared in Partnership with:

WARNING: This document contains operation guidelines for responding to emergencies within the University of Maryland, Baltimore and contains sensitive information relating to University and Office operations and employees. It is CONFIDENTIAL and FOR OFFICIAL USE ONLY. The material contained in this document is protected from disclosure under the Maryland Public Information Act, MD. CODE ANN., STATE GOV’T §§10-611 – 10-628, and is NOT FOR PUBLIC INSPECTION, pursuant to MD. CODE ANN., STATE GOV’T §§10-617 & 10-618. Release of this document to unauthorized individuals is strictly prohibited.

UM School of Nursing Continuity of Operations (COOP) Plan – November 2018

1

TABLE OF CONTENTS TABLE OF CONTENTS ........................................................................................................................... 1

DEAN SIGNATURE PAGE ...................................................................................................................... 2

EXECUTIVE SUMMARY ......................................................................................................................... 3

PURPOSE .................................................................................................................................................... 3

ACTIVATION AND NOTIFICATION ................................................................................................... 3

CONTINUITY MANAGEMENT TEAM ............................................................................................... 4

ESSENTIAL FUNCTIONS ....................................................................................................................... 4

ORDER OF SUCCESSION FOR SENIOR LEADERSHIP ................................................................ 5

UMB EMERGENCY MANAGEMENT ORGANIZATION ................................................................... 6

APPENDIX A: FUNCTIONAL STANDARD OPERATING PROCEDURES .................................... 7

APPENDIX B: CONTINUITY OF EDUCATION POLICY ................................................................ 31


2

DEAN SIGNATURE PAGE To: All UM School of Nursing Personnel From: SON Dean Jane M. Kirschling Date: July 17, 2018 Subject: SON Continuity of Operations (COOP) Plan I hereby authorize the use of the following Continuity of Operations (COOP) Plan as the operational plan for responding to emergencies within the School of Nursing (SON). The information contained in this document is confidential. The disclosure of some or all of the information in this plan could compromise the safety and privacy of SON personnel and the security of SON essential equipment, services, and systems. Therefore, disclosure is strictly prohibited. The contents are not to be disclosed or duplicated, in whole or in part, without the consent of myself or my designee. This document contains personal and sensitive information and its use is for emergency response and recovery purposes only.

_____ 7/17/18 SON Dean Date


3

EXECUTIVE SUMMARY PURPOSE AND APPLICABILITY The purpose of this Continuity of Operations (COOP) Plan is to facilitate the seamless continuity of UM School of Nursing (SON) essential functions after an emergency, regardless of type or scale. COOP is a temporary, scaling-down of operations in response to adverse conditions that affect the SON’s ability to conduct normal business. It is imperative that the SON’s emergency planning efforts are performed in conjunction with University Central Administration, as well as the other six Schools, to ensure a holistic and comprehensive response. This COOP Plan applies to all personnel of the SON, all of whom operate out of either the UMB SON address - 655 W. Lombard St., Baltimore, MD 21201 or out of the Universities at Shady Grove address – Building I, 9640 Gudelsky Dr., Rockville, MD 20850. ACTIVATION AND NOTIFICATION The order to activate the SON COOP Plan can come in two ways: (1) externally, from the University’s Incident Commander for the emergency, or (2) internally, by the Dean or his/her authorized successor. This order can be disseminated in a multitude of ways, including: UM Alert, e2campus, email, phone tree, and/or text message. Some components of the plan are also relevant to our nursing programs at Universities at Shady Grove. CONTINUITY MANAGEMENT TEAM The SON Continuity Management Team represents the key managers that will be responsible for the facilitation and oversight of essential SON operations during COOP activation. It is important to note that during a campus-wide emergency event, the Dean may be called upon to staff the Executive Advisory Council, and a SON representative may be needed to staff the Campus Emergency Operations Center.

Name Contact Information Jane Kirschling, Dean 410-706-6741 (o), 443-691-5222 (c)

[email protected] Susan Dorsey, Professor, PTSS Chair 410-706-7250 (o), 443-695-0449 (c)

[email protected] Chris Evans, Manager, Facilities Support 410-706-2618 (o), 443-798-5179 (c)

[email protected] Roger Falsis, Director, Network and Computer Services

410-706-0658 (o) [email protected]

Mishawn Smith, Executive Admin. Asst. 410-706-7463 (o), 667-206-0024 (c) [email protected]


4

ESSENTIAL FUNCTIONS Below is a list of the identified SON essential functions, meaning functions that cannot be put on hold for more than 30 days post-emergency. The first and second columns list the name and point-people of the function; the third column lists the recovery time objective [RTO] (how soon the function must be continued post-COOP activation); and the fourth column lists whether SON performs that function in a primary role [P] or a support role [S]. Comprehensive analyses of how each function (of which SON has a primary role) is performed can be found in the Appendix of this Plan.

Function Point Person(s) RTO P/S Liaise with Public Safety regarding safety and security of facilities Chris Evans, Bill Gardiner 1 hr S Liaise with Operations and Maintenance regarding essential facility services

Chris Evans, Bill Gardiner 1 hr S

Liaise with UMB Office of Communications and Public Affairs Giordana Segneri 1 hr S Animal research Susan Dorsey 4 hrs P Safety and livelihood of laboratory animals Susan Dorsey 4 hrs P SON Network Roger Falsis 4 hrs P SON Email Roger Falsis 4 hrs S SON File Servers Roger Falsis 4 hrs P Culture growth in carbon dioxide incubators Susan Dorsey, Cynthia Renn 12 hrs P CryoSystem storage of live samples Susan Dorsey, Cynthia Renn 12 hrs P Liaise with CITS regarding IT matters including maintenance of servers

Roger Falsis 24 hrs S

SON Website Giordana Segneri 24 hrs P Post-emergency communication with prospective students in coordination with UMB Office of Communications and Public Affairs [OCPA]

Larry Fillian 24 hrs P

Post-emergency communication with current students in coordination with OCPA

Lori Harris 24 hrs P

Post-emergency communication with faculty and staff in coordination with OCPA

Jane Kirschling, Deborah Prout

24 hrs P

Governors Wellmobile Program Susan Antol, Kathryn Montgomery

24 hrs P

Security and functionality of refrigerators, freezers and biological samples

Susan Dorsey, Cynthia Renn 24 hrs P

Human Resources Randi Barclay, Monica Williams

24 hrs P

Liaise with Central Administration regarding financial matters including payroll

Bill Gardiner, Jenny Maddox, Steve Pease

1 week P/S

Continuity of Education Jane Kirschling Appendix B P


5

ORDER OF SUCCESSION FOR SENIOR LEADERSHIP

Position First Successor Second Successor Dean Associate Dean for

Administration and Finance Special Assistant to the Dean

Associate Dean for Research Dean Office Manager, Research Associate Dean of Student and Academic Services

Dean Associate Dean for Baccalaureate Program

Associate Dean for Administration and Finance

Dean Assistant Dean, Research and Finance Administration

Assistant Dean of Information and Learning Technology

Director, Network and Computer Services


Facilities Manager Associate Dean for Administration and Finance

Assistant Dean, Research and Finance Administration

Director, Marketing and Public Relations

Dean Events Specialist

Human Resources Manager Associate Dean for Administration and Finance

Dean

Director, Network and Computer Services

Assistant Dean for Information and Learning Technology


Director, Governor's Wellmobile Program

Chair, Department of Partnerships, Professional Education & Practice

Dean

PLAN STORAGE This COOP Plan will be maintained in hard copy by all members of the Continuity Management Team, as well as Senior Leadership. Two copies are provided, one for the office and one for home. It will be stored electronically in the following location: http://www.nursing.umaryland.edu/intranet/coop/index.asp UPDATING AND MAINTENANCE Below is the point-person for SON COOP Plan maintenance, updating and revisions.

Mishawn Smith Executive Admin. Assistant

410-706-7463 (o), 667-206-0024 (c) [email protected]

http://www.nursing.umaryland.edu/intranet/coop/index.asp


6

UMB EMERGENCY MANAGEMENT ORGANIZATION

Emergency Operations

Center (Central hub for communications,

coordination, resource support)

On-Scene Incident

Command (Focusing on life

safety, stabilization of incident,

preservation of

Continuity Mgmt. Teams

(Focusing on continuity of

University business operations)

Office of the President

(High-level strategic decision making)


7

APPENDIX A: FUNCTIONAL STANDARD OPERATING PROCEDURES

ESSENTIAL FUNCTION: LIAISE WITH UMB OFFICE OF COMMUNICATIONS AND PUBLIC AFFAIRS

Applicability - As part of the post-emergency process, the SON Office of Communications—specifically, the Director of Marketing and Public Relations—will liaise with the University of Maryland, Baltimore’s Office of Communications and Public Affairs (OCPA)—specifically, the Director of Media Relations—for purposes of communicating with the media. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. The SON Office of Communications will consult with OCPA within one hour post-emergency. Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. SON Office of Communications’ point person will contact designated point person at OCPA regarding content and timing of message(s) to be disseminated to the media.

2. A decision will be made as to who will write and disseminate the message(s)—OCPA or SON Office of Communications—and what media outlets will receive the information.

3. Information will be disseminated to media outlets via email, assuming computer systems are up and running. Fax and/or telephone will be used to disseminate information if computer systems are down.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel.

1. Giordana Segneri, Director of Marketing and Public Relations (SON) 2. Kevin Nash, Media Relations Specialist (SON) 3. Libby Zay, Senior Marketing and Digital Media Specialist (SON) 4. Deborah Prout, Special Assistant to the Dean

Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function?

1. Ability to write a press release in Associated Press style, quickly and efficiently. 2. Ability to disseminate press release to designated media outlets quickly and efficiently. 3. Ability to answer questions from the media.

(It’s possible, due to timeliness, that the information could be disseminated to media outlets in the body of an email, rather than via a formal press release.) Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? No Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Must have CITS VPN privileges 2. Access to Outlook 3. Access to files on SON I Drive

Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus) if…

• Your specific campus building was unavailable for 2 weeks


8

All tasks can be performed if telecommuting, using VPN for accessing UMB/SON files. • The entire UMB Campus was closed for 2 weeks

All tasks can be performed if telecommuting, using VPN for accessing UMB/SON files. • You had a 50% reduction in your office’s workforce for 2 weeks

The Responsible Entity, working with OCPA designee, would assume overall responsibility if the back-up personnel were not available.

Related Policies N/A Related Instructions N/A


9

ESSENTIAL FUNCTION: CONTINUATION OF ANIMAL RESEARCH

Applicability - The purpose of this procedure is to identify ongoing research experiments that are critical and need to continue in the event of an emergency that may disrupt normal business operations. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. Consultation and guidance to continue research will be given by the Pain and Translational Symptom Science Department Chair within 4 hours. Instructions/Standard Operating Procedure - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. Evaluate what experiments are currently in progress. 2. Determine which experiments are critical and need to continue. 3. Notify research staff regarding which experiments need to continue.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel. Susan Dorsey, Professor and Chair Cynthia Renn, Associate Professor Sherrie Lessans, Assistant Professor Backup Personnel: Aicha Moutanni, Research Specialist Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? Only personnel that have the required training and are approved to work on the animal research protocols can perform the functions of ongoing experiments. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? If required, perimeter control from public safety and support from facility management such as obtaining power to the area, adjusting HVAC, and material and equipment support, etc. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Access to laboratory equipment and supplies located on the 7th floor of SON 2. Access to data records on SON local drives


• Your specific campus building was unavailable for 2 weeks If the building is not available, relocation of the animals and laboratory equipment would be necessary. Veterinary Resources would be contacted within 24 hours to acquire temporary laboratory space for animals and equipment.

• The entire UMB Campus was closed for 2 weeks If the campus is accessible and has basic utilities, approved research staff would need access to the building to continue experiments. If there are no experiments in progress, Veterinary Resources would need to access the building for daily animal care or animals could be relocated to another animal facility on campus.

• You had a 50% reduction in your office’s workforce for 2 weeks This is based on what experiments are in progress and if the remaining staff can cover workload.



10

ESSENTIAL FUNCTION:

ENSURE SAFETY AND LIVELIHOOD OF LABORATORY ANIMALS Applicability - This procedure outlines the process to follow to ensure the safety and livelihood of the laboratory animals housed in the SON in the event of an emergency that may disrupt normal business operations. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. Consultation and guidance to ensure the safety of the animals will need to be decided between Veterinary Resources and the Pain and Translational Symptom Science Department Chair within 4 hours. Instructions/Standard Operating Procedure - during normal operations, these are fundamental steps (i.e. a checklist) of how the function would be executed. During normal operations, personnel from Veterinary Resources come to the SON animal vivarium to perform daily animal care activities. The procedure is as follows:

1. Observe all animals. Clinical signs of disease (animal health problems) must be reported to the vet staff per the Reporting Animal Health Problems Standard Operating Procedure (SOP).

2. Change out all excessively soiled or wet caging per the MicroIsolator cage changing SOP. 3. Evaluate each cage for an adequate supply of food and water. Cages low on either food or water are to be

changed out to new clean cages. 4. Assure all animals are properly identified by cage ID cards. 5. Record all activities on the husbandry log posted at the room. 6. Check minimum and maximum temperatures and record on the husbandry log.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel. Assigned Veterinary Resources staff Susan Dorsey, Professor and Chair Cynthia Renn, Associate Professor Sherrie Lessans, Assistant Professor Backup Personnel: Aicha Moutanni, Research Specialist Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? Personnel need experience and training on providing animal care as well as knowledge of the animals’ health and safety needs. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? If required, perimeter control from public safety and support from facility management such as obtaining power to the area, adjusting HVAC, and material and equipment support, etc. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Access to the SON 7th floor vivarium 2. Extra food and water pouches


• Your specific campus building was unavailable for 2 weeks


11

If the building is not available, relocation of the animals would be necessary. Veterinary Resources would be contacted within 24 hours to obtain space for temporary housing of the animals in one of the animal facilities in the School of Medicine.

• The entire UMB Campus was closed for 2 weeks If the campus is accessible and has basic utilities, Veterinary Resources would need to access the building for daily animal care or the animals can be relocated in the School of Medicine animal facility.

• You had a 50% reduction in your office’s workforce for 2 weeks Veterinary Resources is responsible for providing daily animal care.

Related Policies AH400 – Satellite Housing Facility Procedures Related Instructions N/A


12

ESSENTIAL FUNCTION: NURSING NETWORK

Applicability - In the event that the SON building is not physically available, but has not been compromised and continues to have street or emergency power. Recovery Time Objective - how quickly following COOP activation that a function must be resumed.

• Remote maintenance of SON network switches, and firewall, can begin within 4 hours of COOP activation. • On-site maintenance can follow once safe access to premises is restored.

Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. Verify switch health using IOS commands. 2. Verify firewall health using ASDM console. 3. Verify nightly config backups have completed.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel. Roger Falsis, Director Network and Computer Services Matt Rietschel, Assistant Dean of Information and Learning Technology Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function?

• Cisco switches, firewalls • SolarWinds CatTools

Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? The UMB campus data network must be operational and accessible. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. NURSING NRSSVRNTLS01 file server to access NURSING switches and firewall. Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus) if…

• Your specific campus building was unavailable for 2 weeks Telecommuting is sufficient.

• The entire UMB Campus was closed for 2 weeks Telecommuting is sufficient.

• You had a 50% reduction in your office’s workforce for 2 weeks Slow response times to address requests and issues.



13

ESSENTIAL FUNCTION: POST-EMERGENCY COMMUNICATION WITH FACULTY AND STAFF

Applicability- The purpose of this procedure is to identify the mechanisms that will be used to notify faculty and staff post-emergency. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. The various operations of the SON are outlined throughout the COOP Plan. Faculty staff should monitor email, UMB and SON websites, and public media regarding closure. If it becomes necessary to contact individual faculty and/or staff, home/cell phone numbers will be used. Instructions/Standard Operating Procedure - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. Assuming UMB/SON emails are operational; the Dean’s office relies on email to communicate with faculty and staff in a timely way.

2. Faculty and staff are expected to monitor their emails during normal working hours. 3. Faculty and staff are expected to monitor email, UMB and SON websites, and public media regarding

closure. Responsible Entity/Personnel– list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel.

1. Jane Kirschling, Dean 2. Deborah Prout, Special Assistant to Dean 3. Stephanie White, Office Manager

Specialized Skills/Abilities– are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? No specialized skills/abilities are needed. Inputs– are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? Maintain functionality of emails and internet access. Resource Requirements– what resources (e.g., records, systems, databases, applications, hardware) must be available in order for this function to be successfully performed?

1. Access to email and distribution lists for SON faculty and staff 2. Internet access to UMB and SON websites

Contingency Plans– how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus) if…

• Your specific campus building was unavailable for 2 weeks • The entire UMB Campus was closed for 2 weeks • You had a 50% reduction in your office’s workforce for 2 weeks

See individual contingency plans outlined throughout this plan. Related Policies N/A Related Instructions N/A


14

ESSENTIAL FUNCTION: SON RECORDS AND REGISTRATION AND POST-EMERGENCY COMMUNICATION WITH CURRENT STUDENTS

Applicability - In the event that the SON building is not physically available, but has not been compromised and continues to have street or emergency power and email, SON servers and UMB servers are functional. Recovery Time Objective - how quickly following COOP activation that a function must be resumed.

• Remote access to email and student records in Image Now. • No access to the Student Information System (Banner) until it is physically safe to return to SON building.


1. Email students through email list serves (e.g., SON_Students). 2. Provide class schedule information through the SIMS public access website. 3. Verify clinical and practicum placement of BSN and CNL students on STEPS.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel. Lori M. Harris, Director Records and Clinical Placements Cynthia Pumphrey, Assistant Director Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function?

• Must have SON VPN privileges for remote desktop access • Security access to send emails to student list servs

Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? The UMB campus data network must be operational and accessible. Access to student information is based on the availability of Deno Tufares, Assistant Director Student Enterprises Apps., Applications or UMB Registrar, to access Banner remotely and provide student data. Communication or access to students in specific classrooms is dependent on faculty access to Blackboard and advisors ability to see student information, including emails, through Faculty Web portal. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

• Computer with access to Banner, Banner Reports, and Image Now


• Your specific campus building was unavailable for 2 weeks Relocation to another building on campus with access to Banner, SON Banner Reports, and Image Now

• The entire UMB Campus was closed for 2 weeks Unable to access student information in Banner without assistance of campus personnel listed above.




15

ESSENTIAL FUNCTION: OFFICE OF ADMISSIONS POST-EMERGENCY OPERATIONS (INCLUDING PROSPECTIVE STUDENTS)

Applicability - SON’s Office of Admissions is responsible for ensuring the continuity of admissions-related operations and communicating information to prospective students. Admissions-related functions represent a range of activities including accessibility to applicant materials, communication with constituents (prospective students, applicants, faculty, and staff), and participation in recruitment and yield activities. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. The Director of Admissions will request the update of website information, and ensure the update of main telephone and electronic messaging within 12 hours post-emergency event. The Director will communicate with SON stakeholders and campus representatives within 24 hours post-emergency event to ensure the functionality of systems to resume operations. Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

I. Main Communication (within 12 hours of post-emergency event) a. Request update to admissions website information to SON Web Content specialists at:

[email protected]. b. Request event registrant list from Giordana Segneri or the communications designee. c. Update main email inbox messaging at: [email protected] d. Update main telephone messaging at: 410-706-0501. e. Forward general correspondence to SON staff, prospective students, and current applicants.

II. Admissions Operations (within 24 hours of post-emergency event)

a. Ensure accessibility of information to appropriate WebNow end-users. Update SON faculty and staff on the functionality of and accessibility to WebNow at: https://inweb.umaryland.edu/webnow/ for application materials.

b. Retrieve applicant information in Banner Reports and notify applicants of anticipated decision release.

c. Communicate pertinent information to prospective students and current applicants either by telephone and/or email.

d. Release offer letters by email, and allow students to accept offers via online form.

III. Applicant Interviews & Meetings (within 24 hours of post-emergency event) a. Ensure the accessibility of information to appropriate end-users. b. Coordinate with appropriate faculty and staff an implementation of Blackboard Collaborate to

continue operations or a rescheduling of interviews and/or meetings. c. Confirm Blackboard usage and/or rescheduled appointments and meetings.

IV. Recruitment Operations (within 24 hours of post-emergency event)

a. Communicate with event participants and prospective students the status of recruitment/yield activities.

b. Communicate with event coordinators SON’s participation in on- and off-campus events. The Director of Admissions (or the director’s designee) will keep the Associate Dean for Academic and Student Services abreast of admissions operations. The Director will communicate any off-site or alternate procedures to staff to ensure the continuity of operations.

mailto:[email protected]



16


1. Kelly Taptich, Director, Office of Admissions 2. Sheena Jackson, Assistant Director of Operations, Office of Admissions 3. Tracie Jones, Assistant Director of Graduate Admissions, Office of Admissions 4. Kelly Pawlak, Assistant Director of Undergraduate Admissions, Office of Admissions


1. Working knowledge of and experience with Banner Reports, ImageNow and WebNow. 2. Accessibility to SON’s admissions inbox and voicemail system, and university systems remotely (via

Remote Desktop). 3. Familiarity with admissions procedures, course transferability, recruitment/programming events, and

SON’s program and specialty contacts. 4. Ability to examine competing priorities and quickly determine what must take precedence.

Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? UMB and SON servers must be operational in order for the Office of Admissions to perform essential functions. UMB’s mail delivery must be operational in order for the Office of Admissions to perform essential functions. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Must have SON VPN privileges for remote desktop access. 2. Access to SON’s Assessment 2 database (access database). 3. Access to Microsoft Outlook. 4. Access to Blackboard Collaborate, ImageNow, Banner, and Banner Reports.

Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus, etc.) if…

• Your specific campus building was unavailable for 2 weeks Some tasks may be performed if responsible entity/personnel are able to telecommute with assistance from campus representatives. Most tasks can be performed if responsible entity/personnel are relocated to an alternate building on campus, mail delivery is redirected, and staff can access SON servers. Staff would not be able to process mail and that could delay application review substantially.

• The entire UMB Campus was closed for 2 weeks. Some tasks may be performed if responsible entity/personnel are able to telecommute with assistance from campus representatives. Most tasks can be performed by telecommuting. Staff would not be able to process mail, and that would delay application review substantially. We may need to temporarily accept unofficial electronic copies of records to make admission decisions. The campus’ closure may result in slower response time and delayed processing if operations were redirected to an alternate campus/site. A closure of campus would impact the Office with non-receipt of applicant and prospective student mail.

• You had a 50% reduction in your office’s workforce for 2 weeks A 50% reduction in workforce would have a significant impact on the office because of the inability to be responsive to prospect, off-campus, staff, and applicant inquiries received by telephone, email, and mail. The office would be able to process and address prospect and applicant inquiries minimally, which would inherently affect the ability to release decisions and confirm enrollment in a timely manner. Back-up personnel relocated to an alternate building on campus would need training on and access to various systems that would limit existing staff’s ability to work at their optimum level.



17

ESSENTIAL FUNCTION: NURSING FILE SERVERS

Applicability - In the event that the SON building is not physically accessible, but has not been compromised and continues to have street or emergency power. Recovery Time Objective - how quickly following COOP activation that a function must be resumed.

• Remote maintenance of file servers can begin within four hours of COOP activation. • On-site maintenance can follow once safe access to premises is restored.


1. Verify file server health using error/event logs. 2. Verify nightly backups have completed. 3. Monitor free space on drive partitions. 4. Grant or remove folder/file access via email requests.

Responsible Entity/Personnel - list the primary individual (name & position title) responsible for this function, as well as 3-5 backup personnel. Werner Dirla, Senior Systems Engineer Larry Nohe, Systems Engineer Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function?

• Microsoft Active Directory • Veritas Backup Exec

Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? The UMB campus data network must be operational and accessible. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed? CITS VPN for remote monitoring and maintenance.


• Your specific campus building was unavailable for 2 weeks Telecommuting is sufficient.

• The entire UMB Campus was closed for 2 weeks Telecommuting is sufficient.




18

ESSENTIAL FUNCTION:

MAINTAINANCE OF CULTURE GROWTH IN CARBON DIOXIDE INCUBATORS Applicability - This procedure is to ensure the incubators located in the SON laboratory maintain adequate levels of carbon dioxide in the event of an emergency that may disrupt normal business operations. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. The incubators will need to be checked to ensure adequate carbon dioxide levels are maintained within 12 hours. Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. The incubators are connected to carbon dioxide gas cylinders to keep carbon dioxide maintained at a 5% level. Each incubator is connected to one carbon dioxide cylinder with a connected hose.

2. The incubator will alarm if the carbon dioxide level is low. If this happens, check the gas cylinder level to see if the tank is low.

3. If the gas cylinder is low, then the tank will need to be replaced. 4. Extra carbon dioxide cylinders are stored in the room and are readily available if cylinder exchange is

needed. 5. If the gas tank is not low and the incubator is alarming, check the gas hose connection from the incubator to

the gas cylinder.


1. Susan Dorsey, Professor and Chair 2. Cynthia Renn, Associate Professor 3. Sherrie Lessans, Assistant Professor 4. Aicha Moutanni, Research Specialist

Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? Personnel need experience on incubator maintenance and knowledge of replacing carbon dioxide gas tanks. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? If required, perimeter control from public safety and support from facility management such as obtaining power to the area, adjusting HVAC, and material and equipment support, etc. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Access to SON 7th floor laboratories 2. 2 carbon dioxide gas cylinders 2. Wrench


• Your specific campus building was unavailable for 2 weeks Would need to relocate cultures to another carbon dioxide incubator on campus. Contact with another investigator in the School of Medicine would be made within 24 hours to make arrangements to move the cultures to another location.


19

• The entire UMB Campus was closed for 2 weeks The cells could not be maintained for 2 weeks. A backup of frozen cells is maintained, so if cultures are lost, they can be rederived.

• You had a 50% reduction in your office’s workforce for 2 weeks The task of changing gas cylinders only takes one person, so this would not affect the procedure.



20

ESSENTIAL FUNCTION: MAINTAIN CRYOSYSTEM STORAGE OF LIVE SAMPLES

Applicability - This procedure is to ensure samples maintained in the cryosystem located in the SON laboratory remain frozen in the event of an emergency that may disrupt normal business operations. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. Access to the 7th floor laboratory and checking to ensure the cryosystem has electrical power and adequate liquid nitrogen will need to be performed within 12 hours. Instructions/Standard Operating Procedure - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. The cryosystem uses liquid nitrogen to maintain live samples at frozen temperatures. 2. The cryosystem holds 50 liters of liquid nitrogen and this is refilled approximately every 3 months. 3. The electrical gauge on the cryosystem lid displays the liquid nitrogen level at all times.



Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? No specialized skills are necessary to check the liquid nitrogen level of the cryosystem. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? Airgas provides the liquid nitrogen. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed? Access to the 7th floor laboratory will be necessary to check the liquid nitrogen level or to have the cryosystem refilled by Airgas. Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus) if…

• Your specific campus building was unavailable for 2 weeks If the cryosystem has an adequate level of liquid nitrogen, then samples will be fine.

• The entire UMB Campus was closed for 2 weeks If the cryosystem has an adequate level of liquid nitrogen, then samples will be fine.

• You had a 50% reduction in your office’s workforce for 2 weeks This would not affect sample storage. Related Policies N/A Related Instructions N/A


21

ESSENTIAL FUNCTION: GOVERNOR’S WELLMOBILE PROGRAM

Applicability - In order for the Wellmobiles to be operational, drivers must be able to arrive at the SON to access them. Continuity of operations is dependent on the type and extensiveness of the emergency (i.e., loss of facility, loss of systems or resources, loss of personnel, or weather). The vehicles, drivers and clinic staff all need to be unaffected by the event, the driver needs to be able to travel from his/her home to the SON, and driver and staff need to safely travel to service sites. The Wellmobile service schedule is Monday-Thursday 9-3 pm, with services provided off-campus. Wellmobile staff subscribe to UMB alerts for information regarding campus delays, closures, or safety. Recovery Time Objective - how quickly following COOP activation that a function must be resumed.

• The Wellmobile Director is available by phone in 1 hour. • The phone tree will be activated with the Director contacting the drivers and the respective care managers

who will contact the team members with an assessment of a) the SON conditions, b) the destination and road conditions to the destination, and c) to obtain the assessment of local conditions of employees’ places of residence that could affect their safe transit to the destination. The total time to activate the phone tree is 2 hours.

• The goal is for the Wellmobile to maintain that day’s schedule provided the staff are available and the Wellmobile and staff can safely travel to the scheduled community site. If the event occurs early in the morning, it may not be possible to coordinate that day’s service, thus, plans for the next day’s operation would be undertaken.

• The decision and ability to operate would also be based on conditions in the communities to which the Wellmobile travels and the routes traveled to access it (as below).


1. The Wellmobiles must be plugged in to 50-amp shore power to maintain critical temperatures of sensitive equipment and to assure the engines can be started daily.

2. The driver arrives at the SON or an alternative Wellmobile parking site at approximately 6 am. a. Obtains medical records from SON if needed. Conducts pre-trip inspection and completes checklist.

Assesses weather/ road conditions to destination, and parking status (accesses weather and other community reports sites). Notifies team members in the event of difficulties assessed. The Wellmobile does not go out if roads prohibit transit or if parking at the destination site is inaccessible. If a Wellmobile is unusable and a second Wellmobile is available, the usable one will be placed in service.

b. In the event conditions prohibit Wellmobile travel, the driver notifies the Wellmobile Program Director, who notifies the nurse care manager(s). Students and staff have a Wellmobile site rotation schedule and phone contact list. The care manager contacts the nursing students and the other staff and respective faculty from the other schools (Social Work, Pharmacy), who contact their students from other the schools.

c. Students may be emailed or texted the above information, based on phone and e-mail contact lists. d. Using the patient schedule available in the electronic health record, the care manager and outreach

workers notify patients if the clinic will not be operational. Patients are triaged and reappointed to an alternate clinic day.

e. If parking is not available at destination site, the driver will assess accessibility of an alternate site for that day, road and facility conditions permitting.

3. Providers and students travel to community destination(s) by car. 4. Driver drives to site, team assembles and provides care.


22

5. Staff and administrators monitor road, weather and other environmental and safety conditions that may impede on-site or travel safety for patients, staff, and/or students. Length and location of clinic day may be adjusted in the event of hazardous conditions.

6. At the end of the clinic day the driver and outreach worker pack up the clinic, providers complete documentation, and the Wellmobile travels to its overnight parking space.


1. Susan M. Antol, Program Director 2. Carole Staley Collins, Nurse Care Manager 3. Evelyn Flores, Outreach Worker 4. Giovanni Recalde, Outreach Worker 5. Victoria Schultz, Driver

Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? All Wellmobile staff and faculty must be appropriately licensed and certified to perform their respective job functions. This includes Maryland licensed and board certified nurse practitioners, licensed registered nurses, a licensed clinical social worker, and licensed CDL driver. Back-up personnel for each personnel category is limited. A Spanish speaker fluent in medical Spanish must be present to provide services to the non-English speakers. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? In the event of a local environmental or weather event or unsafe UMB campus situation, the campus parking lot must be cleared to allow the driver safe access to the vehicles. Snow or debris must be cleared from the area around the vehicles and the shore power plug in. The parking area and the roads must be cleared (perimeter control from public safety and support from facility management such as obtaining power to the area, possible material and equipment support). Wellmobile drivers must first be able to travel safely from their homes to overnight Wellmobile parking, and then be able to safely drive the Wellmobiles to the service site destination and safely park them for pedestrian access. Wellmobile staff must be able to safely travel from their homes to the clinic service site destination. Parking must be available at the host service destination site and patients must be able to travel safely from their homes to the Wellmobile service site and to be able to walk safely from their cars or other means of transportation to the Wellmobile. Diesel fuel must be available from state highway fuel stations. Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed? Each of the three Wellmobiles require access to 50-amp shore power plug in. Campus snow and or hazardous waste removal, assurance of campus safety and road/ highway safety, and barrier-free and hazard free travel are necessary. Mobile phone and internet access are needed both enroute to and from sites and during clinic operations. Alternative parking arrangements on the UMB campus and with other University System of Maryland Schools could facilitate logistics in the case of predictable events. Contingency Plans– how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus) if…

• Your specific campus building was unavailable for 2 weeks If Wellmobile staff cannot access medical records and supplies from SON building but the vehicles were available and travel was unimpeded, patient care could be provided to patients using the electronic health record. If restocking of medical and office supplies from the SON was not possible, supplies could be purchased with procards or acquired from another UMB-sponsored clinic (pre-arrangements required). If the plugged in Wellmobiles at the SON were inaccessible, only a Wellmobile not parked at the SON would be available for service. With advanced notice Wellmobiles could be safely accessed, they could be


23

relocated to an alternate site on campus or to UMMC ambulance charging sites, provided the required electrical outlets are available. Wellmobile(s) returning to the SON prior to the event could be diverted to an alternate site with the above required outlets for overnight parking.

• The entire UMB Campus was closed for 2 weeks As above, requires an operational, accessible Wellmobile relocated off campus with the required provisions. If Wellmobiles were inaccessible, services could not be provided. Patients whose phone numbers were available would be consulted over the phone.

• You had a 50% reduction in your office’s workforce for 2 weeks Depending on the workforce affected, patients triaged and services would be provided based on staff availability. If the NP is not available, faculty NP’s could be reassigned to provide patient care (pre-arrangements required). The “if and when” driver could be accessed. CDL drivers could be sub-contracted from UMBC. A back-up Spanish-speaking outreach worker would need to be available.

Related Policies

1. Wellmobile Policy and Procedure Manual 2. Campus Emergency Response Plan

Related Instructions N/A


24

ESSENTIAL FUNCTION: MAINTAIN SECURITY AND FUNCTIONALITY OF REFRIGERATORS, FREEZERS, AND BIOLOGICAL SAMPLES

Applicability - This procedure is to ensure the security of refrigerators, freezers, and biological samples located in the SON laboratory in the event of an emergency that may disrupt normal business operations. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. Access to the 7th floor laboratory and checking to ensure the freezer room has electrical power will need to be performed within 12 hours. Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed.

1. The freezer room (room 758) contains four -80 freezers, two -20 freezers, and one refrigerator. All plugs in this room are connected to the building’s back-up generator in the event of power failure.

2. All -80 freezers are connected to a sensaphone alarm that will call the personnel listed below if a freezer is outside of -80 temperature.

3. All -80 freezers have a carbon dioxide back-up system attached in the event of a power failure that will automatically turn on and keep the freezer at -60 for a minimum of 8 hours.



Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? No specialized skills are necessary to check the temperature status of a freezer or refrigerator. Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? If required, perimeter control from public safety and support from facility management such as obtaining power to the area, adjusting HVAC, and material and equipment support, etc. Resource Requirements -what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed? Electrical power is required to maintain the temperature control. Backup generator is required if power fails. Carbon dioxide cylinders must be in place for the back-up system. Contingency Plan - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus, etc.) if…

• Your specific campus building was unavailable for 2 weeks If the building has power and temperatures are maintained, the samples are fine. If the building were without power, then the freezers or the samples contained in the freezers would need to be relocated. Samples can be moved to the BioPark or to back-up freezer in Bioresco located in the Medical School Teaching Facility.

• The entire UMB Campus was closed for 2 weeks If the building has power and the temperatures are maintained, the samples are fine. If the building were without power, then the freezers or the samples contained in the freezers would need to be relocated.


25

Samples can be moved to the BioPark or to back-up freezer in Bioresco located in the Medical School Teaching Facility.

• You had a 50% reduction in your office’s workforce for 2 weeks This would not affect sample storage.



26

ESSENTIAL FUNCTION: SON WEBSITE OPERATION AND AVAILABILITY

Applicability - As part of the post-emergency recovery process, the SON website serves as a conduit for disseminating information to the SON community (faculty, staff, students, alumni, and others). This includes the posting of updated information to the website and assuring that the site is maintained, operational, and available. Recovery Time Objective - how quickly following COOP activation that a function must be resumed. The senior marketing and digital media specialist will update the website within 24 hours post-emergency and keep it maintained and operational.


1. Upon receipt of information, but not longer than 24 hours post-emergency, the senior marketing and digital media specialist will post new or updated information to the SON website.

2. The senior marketing and digital media specialist will keep abreast of new information and keep the website updated, maintained, and operational.


1. Libby Zay, Senior Marketing and Digital Media Specialist, Web Content Specialist 2. Giordana Segneri, Director of Public Relations and Marketing 3. Matt Rietschel, Assistant Dean for Information and Learning Technology 4. Amir Chamsaz, Managing Director, Web Development and Interactive Media (UMB)


1. Working knowledge of Terminal4 Content Management System. 2. Proficiency in writing for the web. 3. Ability to complete web updates quickly and efficiently.

Inputs - are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? No Resource Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed?

1. Must have SON VPN privileges. 2. Access to Microsoft Outlook.

Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus, etc.) if…

• Your specific campus building was unavailable for 2 weeks All tasks can be performed if Responsible Entity/Personnel must telecommute or be relocated.

• The entire UMB Campus was closed for 2 weeks. All tasks can be performed by telecommuting.

• You had a 50% reduction in your office’s workforce for 2 weeks Back-up personnel would assume responsibility for updating and maintaining the website.



27

ESSENTIAL FUNCTION: HUMAN RESOURCES OPERATIONS

Applicability - In meeting its mission, SON Human Resources is responsible for providing a broad scope of human resources services, including but not limited to staffing and recruitment, compensation, employee relations, administering worker’s compensation benefits and other UMB health and welfare benefit programs and employee performance and development programs. Recovery Time Objectives - How quickly following COOP activation that HR functions must be resumed. Human Resources is available to provide consultation and services by phone and computer within 24 hours. Instructions/Standard Operating Procedures - during normal operations, these are fundamental steps (i.e., a checklist) of how the function would be executed. A. HRIS Processing I. ePAF New Hire Procedure -My UMB ePAF Self Service -Start a New ePAF -Hire an Employee -Enter first & last name -(click add if name is not recognized) -(click on the name if there is an existing employee record) -Enter full home address, phone number -Enter effective date & the onboarding date (they should be the same date) -Enter employee class -Enter the department -Enter position number for C2, non-exempt, & exempt employees -The position number, job code, job title, location, hours, and the pay group will automatically populate II. ePAF FTE Change -My UMB ePAF Self Service -Start a New ePAF -Edit Existing Job -Enter employee ID (or do a name search) -Enter effective date -Enter new hours -Enter new salary -Enter Action Reason code (PAY, FTE) -Upload required documents -revised contract, or new appt. letter indicating new hours -Submit III. Contract Renewals ePAF Contract Renewal (C1 & C2) -My UMB ePAF Self Service -Start a New ePAF -Edit Existing Job -Enter employee ID (or do a name search) -Enter effective date -Enter contract end date -Enter new salary


28

-Enter Action Reason code (POS, CNT) or (POS, UPD) ePAF will determine which option is available for you -(POS, CNT) = contract update without pay change -(POS, UPD) = position update -Upload required documents -New contract -Submit B. Employee Relations For staff employee relations matters, partner with UMB ELR 410-706-2616 or [email protected] For faculty employee relations matters, partner with UMB Legal, Alana Kyriakakis at [email protected] or 410-706-2689. C. Recruitment – Staffing Staff Positions: partner with UMB Sr. Staffing Specialist, Joanne Daughton at 410-706-7755 or [email protected].

1. Obtain written approval of a Request to Fill form by the Dean and the Associate Dean for Administration and Finance.

2. Request the hiring manager to complete a position description questionnaire, provide SON HR a completed request to fill form.

3. HR reviews and instructs department to initiate a requisition in Taleo. 4. Once compensation approves the position, the Sr. Staffing Specialist will begin to work on posting the

position on the UMB website. 5. Applications are then reviewed and made available to the hiring manager for review and selection. 6. Once a final candidate has been identified, ask the hiring manager to submit a referral selection form. 7. HR SON signs off on the referral selection form and forwards it to the Sr. Staffing Specialist for the

background check process to begin. While the background check is being conducted, HR SON checks the candidate’s references.

8. Once the candidate’s background and references are cleared, HR SON partners with the Sr. Staffing Specialist to extend a verbal and written offer to the candidate.

9. Upon the candidate’s acceptance of the offer, HR SON then forwards the candidate’s written acceptance and the closed recruitment checklist form to the Sr. Staffing Specialist.

10. HR SON then enters the new hire into the ePAF system (see directions above).

D. Faculty Recruitment 1. Obtain written approval of a Request to fill form by the Dean and the Associate Dean for Administration

and Finance. 2. Obtain the position description from the hiring manager. 3. Partner with the department to initiate a faculty requisition in Taleo. Once the requisition is entered and

approved by the SON HR Manager and the Dean for Administration and Finance, the position will post on the SON website and also with UMB Jobs site.

4. Once a final candidate is identified, SON HR will go into Taleo and initiate the background check. Once all four pieces are obtained, HR SON forwards the entire packet along with the candidates CV to Malinda Hughes, Academic Program Manager, Office of Academic Affairs at [email protected] or 410-706-1527 for review and approval by the APT committee.

5. Once the background is cleared, HR SON will work with the hiring manager and the Dean to extend a verbal and written offer. 6. Forward signed acceptance documentation to the Sr. Staffing Specialist. 7. HR SON enters the new hire into the ePAF system (see directions above).


29

E. Administration -Administrative Services Department Letters Salary Letters-Annual

1. Meet with Associate Dean of Administrative and Finance, Human Resources Manager, and Accounting Manager to send Memo for Faculty Contract Renewals to department chairs (~February). Discuss any promotions, terminations.

2. Once budget is approved by Associate Dean, revise letters accordingly: - Sample of each letter is located in J:\Administrative Services\Ayamba-Damita\FY 2018 - Faculty-Staff Salary Letters.

a. Copy folder for new fiscal year. b. Click on each department folder and revise letters. c. All Staff-only revise new fiscal year, date July 1 and salary amount. d. Faculty-revise letter according to any approved changes - date, new fiscal year, title (Assistant

Professor, Associate Professor, etc.), year of renewal, promotions, salary amount, administrative supplement include the word “Enclosure” on salary letter (only if applicable). Include COMPLIANCE LETTER (see attached).

e. Draft letters for review and approval from Associate Dean and Accounting Manager. f. Once final approvals are met print all letters and compliance letter on Office of the Dean letterhead,

acquire Dean’s signature. g. Make copies for personnel files. h. Forward scan copy of any promotions, terminations, or changes to payroll coordinator, mail

original with Office of the Dean envelopes (ask Dean’s support staff for materials). i. Update SON database accordingly.

Administrative Supplement letters-Mid Year (January) and periodically

1. Sample supplement and compliance letters are located under J:\Administrative Services\Ayamba-Damita\FY 2018 - Faculty-Staff Salary Letters.

2. Copy and revise supplement letters according to change (today’s date, name, address, title, amount, and effective date).

3. Same applies for Compliance letters. 4. Print letters on Office of the Dean letterhead (same as salary letters), acquire Dean’s signature. 5. Scan and copy both letters - scanned copies goes to Payroll coordinator; copies of original goes in personnel

file, originals mailed to faculty. 6. Update SON database accordingly.

FTE letter changes-Periodically

1. J:\Administrative Services\Ayamba-Damita\FTE Changes. 2. Copy and revise FTE letters according to change (decrease or increase in FTE, new salary, and effective

date). 3. Print on Office of Dean letterhead, scan and copy same as above. 4. Acquire Dean’s signature.

Incentive Letters-Periodically, Mid-Year

1. R:\DEPARTMENTS\Admin Services\FY16 Incentive letters. 2. Copy and revise incentive letters according to change.

a. Decrease incentive letter address to Chief Accountability Officer. b. Increase incentive letter address to Chief Financial Officer and Associate Vice President.

3. Copy letter and Commitment Accounting Form and return originals to Research and/or Grant Administrator who requested the letter.

Appointment Change Letters

1. J:\Administrative Services\Ayamba-Damita\Appointment Changes, All changes should be made in SON Database (except incentives).


30


1. Randi Barclay, Human Resources Manager 2. Monica Williams, Human Resources Specialist 3. Saundra Green, Human Resources Specialist 4. Lisa Pototsky, Human Resources Associate II 5. Bill Gardiner, Associate Dean for Administration and Finance

Specialized Skills/Abilities - are there any specific skills, certifications, credentials, etc. that one must have in order to perform this function? All members of the SON Human Resources team must be trained on UMB and SON personnel policies and procedures in order to interpret the policies and provide guidance based on those policies and procedures. Members should also have familiarity with Maryland and Federal employment laws. Input- are there “upstream” functions/services that must be performed first by UMB or non-UMB entities in order for this function to be successfully executed? Entities that SON HR relies on to perform HR support functions include UMB HR Services and UMB Legal specialists, as they act as resources to key areas including staffing, compensation, employee/labor relations, benefits and the HR service center (which processes all HR-related transactions). Resources Requirements - what resources (e.g., records, systems, databases, applications, and hardware) must be available in order for this function to be successfully performed? Required equipment that is needed to provide HR support includes telephone, computer, access to HR systems including HRMS/PeopleSoft, ePAF and Taleo. Contingency Plans - how would the SOPs above be adjusted (e.g., telecommuting, devolution to College Park, relocation to alternate building on campus, etc.) if…

• In the event that the SON building was unavailable for 2 weeks: SON HR staff will be able to provide essential services by telecommuting, working from UMB HR Services or Shady Grove.

• In the event that the entire UMB campus was closed for 2 weeks: SON HR staff will be able to provide essential services by telecommuting,

• In the event HR SON had a 50% reduction in the office’s workforce for 2 weeks: SON HR will be able to provide essential services by leveraging additional resources from UMB campus HR and/or contract with a staffing company to provide critical interim support.

Related Policies - 1. UMB/USM Policies and Procedures:

http://cf.umaryland.edu/umpolicies/ http://www.usmd.edu/regents/bylaws/

2. SON Policies and Procedures: http://www.nursing.umaryland.edu/intranet/policies-procedures-guidelines--bylaws/

3. UMB HR Services Forms: http://www.umaryland.edu/hrs/forms/

Critical Vendor and Stakeholder List - • SON Payroll, Jenny Maddox, 410-706-7448 • UMB Human Resource Services Team, 410-706-2602 • UMB Legal Counsel, 410-706-5353 • HRS Directory: http://www.umaryland.edu/hrs/about-hrs/hrs-directory/

http://cf.umaryland.edu/umpolicies/

http://www.usmd.edu/regents/bylaws/

http://www.nursing.umaryland.edu/intranet/policies-procedures-guidelines--bylaws/

http://www.nursing.umaryland.edu/intranet/policies-procedures-guidelines--bylaws/

http://www.umaryland.edu/hrs/forms/

http://www.umaryland.edu/hrs/forms/

http://www.umaryland.edu/hrs/about-hrs/hrs-directory/


31

APPENDIX B: CONTINUITY OF EDUCATION POLICY

University of Maryland School of Nursing (SON) Continuity of Operations Plan (COOP) related to Weather and Civil Unrest:

Academic Program Delivery Assumptions:

1. For closure due to weather or civil unrest prior to the last three weeks of the Fall or Spring semester, SON can lose up to five consecutive school days before an alternative schedule will need to be developed for students to complete the semester.

2. For closure due to weather or civil unrest in the last three weeks of the Fall or Spring semester, SON will need to make alternative arrangements for students to complete the semester. Priority will be given to ensuring that students who are scheduled to graduate can meet all of their degree requirements.

3. For closure due to weather or civil unrest in the Summer semester, SON can lose up to three days before an alternative schedule will need to be developed for students to complete the semester.

4. In the case of closure due to weather or civil unrest, it is assumed that the University is able to maintain access to the internet and that the UMB network, the SON network, and email are operating normally.

Resources: The following COOP documents will be posted on the protected intranet site by the designated Web Developer/Instructional Designer:

1. SON COOP plan (will also be available on the intranet under Policies, Procedures, Guidelines & Bylaws). 2. Course schedule, which will be updated and posted weekly on Wednesdays by the Director, Registration

and Clinical Records or designee, for the first 4 weeks of the semester, biweekly for weeks 5-9, and again in week 10 of the semester if there are additional changes.

3. Baltimore room schedule, provided by the staff member who does scheduling. 4. Universities at Shady Grove room schedule can be accessed at:

https://schedule.sgrove.usmd.edu/ScheduleOfClasses/index.cshtml. 5. Course Coordinator/Director list, provided by the Universities at Shady Grove (USG) Chair and Vice Chairs.

These lists will be updated as changes occur throughout the semester. 6. A listing of clinical placement sites by course with assigned preceptors and of the health care organizations

for precepted experiences, provided by Director, Registration and Clinical Records or designee. 7. Distribution list of key health care organization contacts, provided by Director, Registration and Clinical

Records or designee. List will be used to notify organizations that UMB is closed and SON nursing students will not be on site for clinical placements until UMB reopens.

8. Faculty and staff phone/cell phone numbers, provided monthly by the Director of Human Resources. SON employees will provide home phone and cell phone numbers.

Essential SON employees will be available to operationalize the COOP plan for academic program delivery. UMB Center for Information Technology Services will need to assist when remote access to BANNER is required. Procedures in anticipation of a closure:

The Course Coordinator will designate in Blackboard his/her home campus and alert students to the importance of this information. If the Course Coordinator’s home campus is Baltimore then the procedures for the Baltimore campus will be followed. If the Course Coordinator’s home campus is USG then the procedures for the USG campus will be followed.

https://schedule.sgrove.usmd.edu/ScheduleOfClasses/index.cshtml


32

The Dean or his/her designee will notify the affected personnel via email that the procedures in anticipation of a closure are being initiated and when the initial conference call will be held.

Baltimore campus: When closure is anticipated for the Baltimore campus, the Academic Deans, Chairs of the major teaching departments at the Baltimore location (Family and Community Health and Organizational Systems and Adult Health), Associate Dean of Student and Academic Services, Assistant Dean of Information and Learning Technologies, Director of Marketing and Public Relations, Special Assistant to the Dean, and the Dean will hold conference calls at 8 a.m. and 4 p.m. for planning purposes. (Call the following conference call number: 1-844-279-4239, participant PIN: 678 437 952 243.)

Universities at Shady Grove: When closure is anticipated for the USG location, the BSN and DNP Associate Deans, Chair of UMSON at USG, Associate Dean of Student and Academic Services, Assistant Dean of Information and Learning Technologies, Director of Marketing and Public Relations, Special Assistant to the Dean, and the Dean will hold conference calls at 8 a.m. and 4 p.m. for planning purposes. (Call the following conference call number: 1-844-279-4239, participant PIN: 678 437 952 243.)

See Appendix B.1 for a sample communication to students and to faculty and staff in anticipation of a closure.

Procedures for closure due to weather, up to five days prior to the last three weeks of the semester:

1. The Course Coordinator will designate in Blackboard his/her home campus and alert students to the importance of this information. If the Course Coordinator’s home campus is Baltimore then the procedures for the Baltimore campus will be followed. If the Course Coordinator’s home campus is USG then the procedures for the USG campus will be followed.

2. When the UMB President closes the University and/or USG closes during the workweek and/or on the weekend all SON didactic classes and group clinicals are cancelled at the respective locations.

a. Students in precepted entry-level final semester experiences and graduate precepted experiences can engage in the precepted experience with the permission of faculty overseeing this clinical experience and with an understanding that the student determines it is safe to travel to the clinical site. The student is responsible for notifying his/her preceptor and faculty member. [Note – this is the case for items 1-4 below.]

3. When the UMB President opens the University late or closes it early and/or USG opens late or closes early, SON didactic classes and group clinicals that start prior to the late opening or after the early closure are cancelled.

4. When the UMB President opens the University and grants liberal leave to faculty/staff, individual faculty members need to determine whether a class or clinical will be held and must notify their Department Chairperson, the appropriate Academic Dean, and students accordingly.

5. When the UMB President opens the University but grants Deans permission to cancel classes and clinicals, the SON Dean consults with the Associate Dean of Student and Academic Services and notifies faculty, staff, and students via email if classes and group clinicals are cancelled.

6. When other sites where SON courses are delivered are closed (i.e., Laurel College Center), classes and group clinicals are cancelled at the respective locations.

7. When closure due to weather extends beyond two working days, the Academic Deans, Chairs of the major teaching departments at the Baltimore location (Family and Community Health and Organizational Systems and Adult Health) and/or Chair of UMSON at USG, Associate Dean of Student and Academic Services, Assistant Dean of Information and Learning Technologies, Director of Marketing and Public Relations, Special Assistant to the Dean, and the Dean will hold conference calls at 8 a.m. and 4 p.m. for planning purposes. The calls will be initiated at 8 a.m. on the second day of closure unless the Dean or his/her designee send an email with a different date and/or time for the call. (Call the following conference call number: 1-844-279-4239, participant PIN: 678 437 952 243.)

8. Depending on whether UMB, USG, or other sites (i.e., Laurel College Center) have been closed on other days during the semester, a decision may be made to reinitiate online courses and ask faculty members who


33

teach face-to-face or hybrid courses to begin to offer content through alternative approaches. [See items 7 and 8 below].

Procedures for closure due to civil unrest (decision resides with President for UMB and Executive Director for USG):

1. The Course Coordinator will designate in Blackboard his/her home campus. If the Course Coordinator’s home campus is Baltimore then the procedures for the Baltimore campus will be followed. If the Course Coordinator’s home campus is USG then the procedures for the USG campus will be followed.

2. a) If UMB (Baltimore campus) is closed due to civil unrest, the Academic Deans, Chairs of the major teaching departments at the Baltimore campus (Family & Community Health and Organizational Systems & Adult Health), Associate Dean of Student and Academic Services, Assistant Dean of Information and Learning Technologies, Director of Marketing and Public Relations, Special Assistant to the Dean, and Dean will hold conference calls at 8 a.m. and 4 p.m. for purposes of planning for all SON coursework. The calls will be initiated at 8 a.m. on the second day of closure unless the Dean or his/her designee send an email with a different date and/or time for the call. (Call the following conference call number: 1-844-279-4239, participant PIN: 678 437 952 243.)

b) If USG is closed due to civil unrest, the appropriate Academic Deans, Chair of UMSON at USG, Associate Dean of Student and Academic Services, Assistant Dean of Information and Learning Technologies, Director of Marketing and Public Relations, Special Assistant to the Dean, and Dean will hold conference calls at 8 a.m. and 4 p.m. for purposes of planning for all SON coursework. The calls will be initiated at 8 a.m. on the second day of closure unless the Dean or his/her designee send an email with a different date and/or time for the call. (Call the following conference call number: 1-844-279-4239, participant PIN: 678 437 952 243.)

3. Course content associated with face-to-face and hybrid courses, originating from the affected location, will be delivered through alternative pedagogical approaches with the course faculty determining the preferred approaches. Online courses will continue uninterrupted.

4. Group clinical experiences will be suspended until UMB/USG reopens. Precepted entry-level final semester experiences and graduate precepted experiences in Baltimore City/Rockville area will be suspended until UMB/USG reopens. If a student is at a site outside of Baltimore City/Rockville area, s/he can engage in the precepted experience with the permission of faculty overseeing this clinical experience.

5. The Associate Dean of Student and Academic Services will be responsible for notifying the key health care organization contacts that UMB/USG is closed and SON nursing students will not be onsite for clinical placements until UMB reopens.

6. When UMB is closed, the Chair of Partnerships, Professional Education, and Practice, or his/her designee, will be responsible for notifying all external professional development, standardized patient, and contracted events that UMB is closed. When USG is closed, the Chair of UMSON at USG, or his/her designee, will be responsible for notifying all external professional development and contracted events that USG is closed.

7. Blackboard will be used as the primary method for course-specific communication with students. Announcements and communication of alternative plans will be the responsibility of the course director/coordinator or the faculty of record.

8. The course director/course master/clinical coordinator/faculty of record determines alternative plans to meet course/module objectives:

a. The plans should be specified for the next period of time (e.g., one week at a time). b. Faculty should utilize BB as the central repository and tool for course activities. c. Strategies may vary depending on the course, format, or course credits but could include one or

more of the following: i. Web-based – the course is designed to function without the need for students to be

physically present. The expectation is that little or nothing would need to change to continue course operation.


34

ii. Web-enhanced – course meetings scheduled on premises could be replaced with online modules and learning activities and supplemented with additional videos, learning activities, etc.

iii. Face-to-face – course meetings scheduled on premises will need to be reconceptualized in other formats since the majority of content is delivered in the classroom; this assumes classes will not be held at an alternative site.

d. Other delivery methods to consider include: i. Mediasite lecture capture from previous live course offerings.

ii. Mediasite lectures taped in preparation. iii. Remote broadcast from a site other than UMB/USG. iv. Real time BB Collaborate course meetings. v. Supplemental course materials and assignments including, but are not limited to: websites,

readings (articles, books, etc.), faculty produced content, additional written assignments, and/or online discussion.

vi. Simulation and Standardized patient Program learning experiences pre-populated in BB. 9. UMSON administrators will determine if alternative sites for classes (e.g., University System of Maryland

(USM) campuses outside of Baltimore City/Rockville area) will be secured and whether other USM campus resources are needed (as negotiated by UMB/UMSON with other USM campuses, e.g., libraries, computer labs, student support services).

Expectations of essential administrative employees, course faculty, and students:

Esse

ntia

l Ad

min

istr

ativ

e Em

ploy

ees

Cour

se F

acul

ty

Stud

ents

Activity

Yes 1. Designate in Blackboard the Course Coordinator’s home campus – Baltimore or Universities at Shady Grove

Yes 2. Confirm Course Coordinator(s) home campus(es) in Blackboard for each course

Yes Yes Yes 3. Monitor UMB email, UMBUSG websites, UMB alerts, and local news channels for UMB closure

Yes Yes Yes 4. Secure off-campus access to computer (i.e., emails, Blackboard) Yes 5. Participate in planning calls as requested at 8 a.m. and 4 p.m.

Yes 6. Prepare and deliver course content through alternative approaches Yes Yes 7. Participate in course planning calls

SON essential employees for academic program delivery:

1. Dean 2. Associate Dean of Academic and Student Affairs 3. Associate Deans for Academic Programs, most senior Associate Dean in terms of length of service is the

backup for the Dean in the case that s/he is not able to participate due to extenuating circumstances 4. Assistant Dean for Information and Learning Technology 5. Chairs of Family & Community Health, Organizational Systems & Adult Health, and Universities at Shady

Grove 6. Associate Dean for Administration and Finance 7. Information Technology and Learning Technology Staff (exempt)


35

8. Office Manager for Academic Deans 9. Program Manager, Universities at Shady Grove 10. Special Assistant to Dean 11. Manager, Facilities Support 12. Payroll Manager 13. Registrar 14. Faculty members with teaching responsibilities, after five consecutive working days of closure prior to the

last three weeks of the semester. Within the last three weeks, faculty members will need to be available as requested by administration.


36

APPENDIX B.1: Sample Email Communication from Dean regarding Impending Closure

EMAIL SENT TO FACULTY Dear Faculty Colleagues, Given the potential impact of Hurricane Florence, I would like to provide you with information on how we will continue educational delivery at UMSON in the event of University closure.

• In the unlikely event that the University of Maryland, Baltimore closes, all educational activities at the Baltimore campus, including classes, clinicals, and other related activities will be canceled.

• Similarly, should the Universities at Shady Grove close, all educational activities at that location will be canceled.

Considering that some of our courses have sections offered by faculty from both UMB and USG, the course coordinator’s home campus will determine whether the course is held. For example, if the course coordinator is from Baltimore and UMB is closed, all sections of that course will be canceled. Therefore, I would ask that all course coordinators who have scheduled educational activities on Thursday-Friday of this week communicate today (Wednesday, Sept. 12) with your students regarding which campus closure they should follow. If you have scheduled educational activities this weekend, please proceed as you would in a weather-related situation. Our students live throughout Maryland and around the country. Many may be impacted by the hurricane and may not be able to communicate with you, so I would ask that you be as flexible as possible with students as it relates to course requirements. Please allow students up to one week (by Friday, Sept. 21, at noon) to communicate with you to discuss alternative arrangements to make up course requirements. After that time, you may consider requests on a case-by-case basis. At the bottom of this email is the communication sent to all UMSON students today. Realizing that our faculty and staff also may be impacted by the hurricane, if you are unable to meet your teaching responsibilities Thursday-Sunday or into the new week, please proceed as follows:

• If you are a course coordinator, contact your department chair/vice chair (in the case of OSAH, please contact Joan Davenport) and the appropriate academic dean (BSN: Nina Trocky, Master’s: Gail Lemaire, DNP: Shannon Idzik, and PhD: Meg Johantgen).

• If you are a faculty member for a course section, contact your course coordinator and department chair/vice chair (in the case of OSAH, please contact Joan Davenport).

Official emergency messaging from UMB is issued on the UMB Alerts page. Similarly, official emergency messaging from USG is issued on the USG Alerts page. In the meantime, I highly encourage you to review FEMA’s website on hurricane preparation and what to do in case of an emergency.

EMAIL SENT TO STUDENTS Dear Students, Given the potential impact of Hurricane Florence, I would like to provide you with information on how your educational activities at UMSON may be impacted in the event of University closure.








http://www.umaryland.edu/emergency/

https://shadygrove.umd.edu/campus-resources/public-safety/campus-alerts

https://www.ready.gov/hurricanes


37

• Should the University of Maryland, Baltimore close, all educational activities at the Baltimore campus, including classes, clinicals, and other related activities, will be canceled.


You should check the home campus of your course coordinator(s) in order to determine which campus closure to follow if you have scheduled educational activities on Thursday-Friday. Understanding that areas of the East Coast may be impacted by the hurricane, if you are not able to participate in educational activities due to the storm, you are expected to contact your faculty member as soon as possible but no later than Friday, Sept. 21, at noon. Official emergency messaging from UMB is issued on the UMB Alerts page. Similarly, official emergency messaging from USG is issued on the USG Alerts page. In the meantime, I highly encourage you to review FEMA’s website on hurricane preparation and what to do in case of an emergency.

EMAIL SENT TO STAFF Staff Colleagues, Given the potential impact of Hurricane Florence, I would like to provide you with information on how we will continue the educational delivery of UMSON in the event of university closure.

• Should the University of Maryland, Baltimore close, all educational activities at the Baltimore campus, including classes, clinicals, and other related activities, will be canceled.


Realizing that our staff also may be impacted by the hurricane, I would ask that first and foremost, you do what you need to be safe. If UMB and/or USG is open and you are unable to report to work, please contact your supervisor as soon as possible. Official emergency messaging from UMB is issued on the UMB Alerts page. Similarly, official emergency messaging from USG is issued on the USG Alerts page. In the meantime, I highly encourage you to review FEMA’s website on hurricane preparation and what to do in case of an emergency.







SCHOOL OF NURSING...2018/11/22 · SCHOOL OF NURSING CONTINUITY OF OPERATIONS (COOP) PLAN November...

Documents

Transcript of SCHOOL OF NURSING...2018/11/22 · SCHOOL OF NURSING CONTINUITY OF OPERATIONS (COOP) PLAN November...