Federal Student Aid Conference

1. Federal Student Aid Conference Orlando, FL

2. Session 1 Disaster Planning and Emergency Preparedness Cathy Simoneaux, Loyola University New Orleans Bob Quinn, The Pennsylvania State University Mary Haldane, Department of Education

3. Disaster Planning & Emergency Preparedness Cathy Simoneaux

4. When We Left Work on Friday Katrina Was Forecast to Hit Florida

5. Late Friday, the storm changed course • “Emergency Plans” began to be implemented Saturday morning • We came in and secured our basement office • Students urged to leave campus • Mandatory evacuation implemented by Sunday morning

6. The Levees Failed Late Monday

8. Lakeview-Where My Parents Lived

9. St. Dominic –My Elementary School

10. Mt. Carmel –My High School

11. My Neighborhood –1 mile from Loyola

12. Katrina’s Impact • Personal Impact (as of 8/14/06)• 80% of New Orleans flooded, an area equal in size to seven Manhattan Islands• 1,464 people died; 134 remain missing • 204,000-plus homes severely damaged 

13. Katrina’s Impact • 800,000-plus citizens forced to live outside of their homes - the greatest diaspora since the Dust Bowl of the 30's• 81,688 FEMA trailers occupied• 1.2 million families received Red Cross assistance• 33,544 persons rescued by Coast Guard

14. Katrina’s Impact • 34 years’ worth of trash and debris in New Orleans alone• 900,000 insurance claims at a cost of $22.6 billion(Reference:Women of the Storm http://www.womenofthestorm.net/index.php )

15. Hurricane Katrina:Our Story Our Emergency Plans Assumed One of the “Normal” Means of Communication Would Always Be Available • How will you “reconnect” when nothing works? • Revised basic plan now posted at http://www.loyno.edu/emergency/

16. The Road to Recovery • Loyola’s IT Department had a comprehensive disaster recovery plan in place • Data routinely sent to Chicago • Mainframe operations restored within two weeks of the storm • Operations transferred to Houston then back to New Orleans

17. Resuming Operations • Minimal staff pulled to the University of Houston (Academic Affairs) and Alexandria LA (Business Office, Student Affairs, Advancement) • Shortage of office space “post Katrina” • NEW PLAN:if this happens again, we are all off to Houston

18. The Internet Let Us Function • Web-based Policy and Procedures Manual gave everyone access to operational info needed • Need to add technical processes • Do Need to Be Sure to Have Some Security Measures to Protect Sensitive Info in the Manual

19. Critical Issue How Do We Get Students to Return to New Orleans?

20. Communication With Others Key • Identify major contact at each major host school • Over 3,000 students enrolled at over 400 schools during the semester • President, Provost, Deans, Academic Advisors visited many campuses to answer questions and address concerns

21. Emergency Web Sites for Students /Parents • http://loyno.edu/emersite/students • http://www.loyno.edu/neworleans/

22. “Be A Part of History” • Opportunities for Community Service • The “Loyola Corps” http://cba.loyno.edu/loyolacorps/ • The “NOAH Project” http://noah.loyno.edu/ Loyola University Community Action Program http://www.loyno.edu/lucap/

23. Enrollment Comparison

24. Facing the Future • Projected Drop in Enrollment in the Freshmen Class at all metro New Orleans Schools • Impacts Revenue for Next Four Years • Safety of the City is the Major Concern • Restructuring Plan Being Implemented at Loyola –”Pathways to Our Future” • http://www.loyno.edu/strategicplan/

25. Katrina: One Year Later-What Should We Do? http://www.loyno.edu/universityministry/katrina.html

26. President’s August 2006 Letter to the Community • http://www.loyno.edu/financialaid/University%20Update%20%5Bloyolaparents%5D.pdf

27. We are thankful for all the support that we received in our “hour of need” • The Department of Education • The University of Houston • The Financial Aid Community

28. Contact Information I appreciate your feedback and comments. I can be reached at: Cathy Simoneaux Phone: 504-865-3369 E-mail: cmsimone@loyno.edu

29. Disaster Planning & Emergency Preparedness Bob Quinn

30. Penn State at a Glance • 24 campus structure • 80,124 total enrollment during Fall 2005 • 41,289 at Main Campus (University Park) • 39,415 at all others • $650 million in aid disbursed 2005-06 • Most administrative functions performed at UP

31. Penn State Campus Structure

32. A Brief History of DR at Penn State • The 1980s – computing isolation • The 1990s – distributed computing • Post 2000 – DR Initiatives • Change in leadership (admin computing) • September 14, 2001 meeting • 2003 audit cited building proximity • DR Planning Committee

33. Some Definitions Disaster Recovery (DR) – Recovery from unplanned interruptions of normal business processes beyond the immediate ability of the organization’s staff and normal management structure to control. Strongly related to the recovery of the IT infrastructure

34. Some Definitions Business Continuity Planning (BCP) – The proactive processes and procedures an organization puts into place to ensure that essential functions can continue during and after a disaster DR enables BCP

35. Some Definitions Incident – An event that leads to a short term business interruption or loss of data on a small scale i.e.. Water damage to an IT area Disaster – Loss of the primary IT area or the loss of the secondary mirrored IT computing facility, but not both facilities Catastrophe – Loss of the primary and secondary computing facilities

36. DR Committee Recommendation #1 • Establish a Disaster Recovery Position • This was probably the single most important strategy • Currently have multiple positions with responsibility for DR • Many other participating in DR activities

37. PSU DR Manager Ken Schroyer krs5@psu.edu 814.863.8888

38. DR Committee Recommendation #2 • Establish a Catastrophe Contingency Site • For-Hire sites are expensive • We chose Altoona Campus • Somewhat remote • 40 miles away • Proximity to high-speed data lines

39. Recommendation #2 (continued) • Establish a Catastrophe Contingency Site • Problem: No facilities available • Immediate/Short-term strategy: • Mobile Recovery Units • http://www.rentsys.com/ • Rental Equipment • http://mainline.com/

40. Mobile Recovery Unit

41. Mobile Recovery Unit

42. Penn State Campus Structure

43. DR Committee Recommendation #3 • Establish a Local Recovery Site • Decided to retain local computing facility • Intended for localized incidents & disasters (more likely than a large event) • May run some production applications • http://www.vmware.com/

44. DR Committee Recommendation #4 • Procure Software for Disaster Planning • Facilitates the development of a DR plan • Does not build the plan for you • http://www.strohlsystems.com/ • LDRPS – Living Disaster Recovery Planning System

45. DR Committee Recommendation #5 • Promote DR Awareness • General staff awareness • Brochures, web site, DR Day • http://ais.its.psu.edu/disaster_recovery/index.html

46. DR Committee Recommendation #6 • Establish Emergency Information Repository • Designed to track students, faculty & staff • Consolidate general emergency & local information • Web-based interface

47. Contact Information I appreciate your feedback and comments. I can be reached at: Bob Quinn Phone: 814-863-3580 Fax: 814-863-0322 Email: req1@psu.edu

48. Disaster Planning & Emergency Preparedness Mary Haldane

49. Department of Education Continuity of Operations Plan (COOP) COOP is the Department’s “Umbrella plan” covering ED’s management of “essential functions.” • Assures public that Federal Government is operating • Every Federal Department /Agency has a COOP • Required by law

50. Department of Education COOP Priorities In the event of a crisis, the Department’s priorities are: • The safety and welfare of employees and contractors in, and visitors to, Department facilities • Ensuring continuation of Leadership and communication within the Department to include IT resumption of normal business function in all Department offices • Continuation of the essential business functions of the Department of Education