Current state of VT higher education pandemic planning Al Turgeon Executive Assistant to the VP for Finance & Enterp

1. Current state of VT higher education pandemic planning Al Turgeon Executive Assistant to the VP for Finance & Enterprise Services University of Vermont Mark Peluso, MD Director, Health Center Middlebury College Mark Doughty Health and Safety Officer Norwich University VT Higher Education Pandemic Flu Symposium UVM Davis Center2 November 2007

2. Overview • A look at history • Past flu pandemics • Higher education response • Response at VT institutions • Pandemic plans at other colleges and universities • National • Vermont • UVM’s plans to respond to a flu pandemic • Norwich University’s plans • Middlebury College’s plans

3. Brief History of Flu Pandemics

4. Flu Pandemics are a Part of Human History • A flu pandemic has hit every 10-50 yrs throughout recorded history • 3 pandemics occurred in this past century: • 1918-19 ‘Spanish Flu’ (H1N1):infected 20-40% of the world’s population. 2.5% of those who caught it died (20-40 million people worldwide, 550,000 in the U.S.). In VT 25% of deaths in 1918 were attributed to the Spanish flu. • 1957-58 ‘Asian Flu’, (H2N2):virus was quickly identified due to advances in technology and a vaccine was produced; elderly had the highest rates of death, about 70,000 deaths in the U.S. • 1968-69, ‘Hong Kong Flu’ (H3N2):caused approximately 34,000 deaths in the U.S.; virus returned in 1970 and 1972 and still circulates today. • A pandemicwilloccur again (like hurricanes, tornados, blizzards, volcanic eruptions) • It is not known exactly when, or which strain of virus will precipitate widespread infection

5. Three Flu Pandemics in the 20th Century

6. Universities did not Evacuate for the 1918 Flu • Most schools stayed open and instituted social distancing measures • University of Saskatchewan closed its campus but continued classes and social events in isolation • Dartmouth cancelled classes for 2 weeks—325 cases, 5 deaths among 967 students“I did not follow the suggestion of the War Dept that we suspend operations…for we were so near panic here that I felt the whole College would disappear if that were done.” –President Hopkins, Oct 4, 1918 • Middlebury was placed under martial law; grounds under armed guard; students confined to campus; village streets patrolled to ensure that no students left “the hill.” • Many institutions were under military control, which reduced illness and death only to the degree that social distancing was enforced • Princeton instituted protective sequestration and rigorous safety measures – only 68 cases and no deaths among 1142 students • Some schools delayed start of the fall semester: Berkeley, Minnesota

7. UVM Preparations for the 1918 Spanish Flu

8. Pandemic Plans at other Colleges & Universities

9. A Look at Other Institutions’ Pandemic Plans Plans consulted: Arizona State University University of California-Davis Carnegie Mellon Case Western University University of Illinois University of Indiana University of Iowa Loyola University University of Maryland Michigan State University University of Michigan University of Minnesota-Twin Cities University of New Hampshire University of North Carolina-Chapel Hill Penn State University Virginia Military Institute Winston-Salem State University

10. Three primary courses of action if pandemic occurs mid-semester: “Temporary closure/multiple semester interruptions” -- suspend classes and all but essential operations for several weeks 47%-Arizona State, Carnegie Mellon, Indiana, Maryland, UNC-Chapel Hill, Penn State, VMI, Wright State 2. “Plan to plan” – decide what to do based on the unfolding situation 29% - Case Western, Illinois, Iowa, UC-Davis, UNH 3. “Remote instruction” -- continue instruction online or via other alternative means 24% - Loyola, Michigan State, Minnesota School of Public Health, Winston-Salem State No schools plan to close for an extended period of time (i.e., through multiple waves) A Look at Other Institutions’ Pandemic Plans

11. Vermont has 25 colleges and universities, of these: 1. Three (12%) plan to evacuate and close completely (up to one or two semesters): Champlain, Middlebury, Norwich 2. Two (8%) plan to evacuate, close temporarily, and/or teach remotely: UVM, VTC 3. Twenty (80%) plan to plan or pandemic response not known Remaining schools Vermont Institutions’ Pandemic Plans

12. UVM’s Plans to Respond to a Flu Pandemic

13. Who’s Involved in UVM Pandemic Planning Working Group Co-chairsAl Turgeon & Estelle Maartmann-Moe 4 undergraduate studentsStudent Gov’t Association 5 graduate studentsGraduate Student Senate, HESA program 3 facultyMedicine, Nursing 5 StaffAdmissions, Development, Registrar, Student Financial Services, UVM veterinarian 18 Administrators/DirectorsAFS, Athletics, CIO, Communications, Controller, Dining Services, HR, International Education, Physical Plant, Police, Procurement, Research, Residential Life, Risk Management, Student Life, Transportation & Parking, VT Dept of HealthCort Lohff, MD; Wanda Cosman, RN Unit Representatives • Agriculture – Skip Fanus • Business – Nicole Chittenden • Continuing Ed – Cathi Cody-Hudson • Engineering – Dan Harvey • Honors College – Patti Redmond • Extension - TBD • Rubenstein School - Shari Halik • Arts and Sciences – TBD • Medicine – Chris Grace • Education and Social Services – TBD • Nursing and Health Sciences – TBD • Development – Caroline Gilley • Fed, State and Community Relations – Joe Speidel • Others TBD

14. UVM Objectives for Pandemic Response • Minimize the risk of the pandemic flu to faculty, staff, and students; • Continue functions essential to the University’s continuity of operations during a pandemic; • Continue non-essential operations during a pandemic as far as possible; • Support students who remain at UVM; • Demonstrate compassion and sensitivity in balancing the work requirements of faculty and staff with their need to care for themselves and their families; • Support the federal, state, and local response to the pandemic within the means available to the University; • Provide clear, accurate, and timely information to the University community about the pandemic and the University’s response; • After the pandemic, resume normal teaching, research, and service operations as soon as possible.

15. UVM Planning Efforts to Date • UVMer attendance at pandemic planning conferences, workshops, and other events • UVM participated in Statewide Pandemic drill • Emergency Management Planning Working Group formed in February 2007 with developing a University pandemic response plan as its initial task • Emergency Operations Group led a training on the Incident Command System and a tabletop exercise on an influenza pandemic in March 2007 • Working Group is identifying key policy issues for resolution by President and senior University administrators • Working Group is meeting with Deans, Directors, and Vice Presidents to discuss unit planning efforts • Working relationships with key external partners--Fletcher Allen Health Care, the State of Vermont and the Vermont Department of Health, the City of Burlington, and other institutions of higher education in Vermont • Emergency website established with pandemic information • Two open forums on flu pandemic threat held for UVM community

16. A Pandemic will Interrupt Operations and Threaten Institutional Continuity • CDC advises to plan for multiple disease waves • Each wave is expected to last 6-8 weeks in the local area, or 8-12 weeks on a national scale • CDC advises universities to close for up to 12 weeks in a high-severity pandemic, 4 weeks in a medium-severity pandemic (no closure advised for low-severity pandemic) • Therefore… • UVM needs a response plan that protects institutional continuity in the face of… • Uncertain pandemic duration • Uncertain pandemic severity • Uncertain number, frequency, and seasonality of pandemic waves • Tuition dependency • Health and safety risks

17. Normal Operations Will Pose Health Risks in a Severe Pandemic • Traditional on-campus classes and other social gatherings are counter to community mitigation and social distancing measures advised by public health officials • It will be in the best interest of students’ health to evacuate communal living situations such as University residence halls and return home. • If all students were to remain at UVM, the University would not have the staffing or facilities to provide adequate medical care for the expected numbers of ill students. • Delays and interruptions in supply chains will create shortages of food and other supplies. The University will not be able to feed and support its normal on-campus residential population of 4,500 students.

18. Close the University, continue only critical functions Close the University, continue critical functions and revenue-generating functions Continue operations without students Sequester students on campus Multiple semester interruptions Transition to remote instruction Potential Courses of Action

19. Decision Criteria for UVM Response Strategy • Protects health and safety of students, faculty, and staff • Protects business continuity of the University • Addresses the needs of students and parents in terms of safety, quality of education/student experience, equity, and affordability • Addresses the needs of faculty and staff in terms of quality of education, occupational safety, and employment practices • Is within institution’s capacity to deliver • Is consistent with the University’s public service role

20. UVM’s Pandemic Response Strategy • UVM will plan for a flexible response that consists of temporary closure followed by • (a) on-campus instruction or (b) remote instruction, • based on pandemic wave severity. • Why a flexible response? • The University must be prepared to deliver instruction in order to maintain tuition revenues -- remote instruction let us do that with the least risk • The University should be prepared to close as an intermediate measure • The University should be prepared to return students to campus if possible given pandemic severity, for the least interruption to the student experience and institutional continuity • Planning for a flexible response may serve the University well in another emergency

21. UVM Planning Process

22. UVM Pandemic Planning Scenario

23. Base Response Plan Format • Introduction • II. Pandemic Threat & Risk Assessment • a. Planning Assumptions and Scenario • b. Pandemic Phases • c. University Campus Districts, Activities, and Populations • d. Impact Analysis • e. Critical & Essential University Functions, Vulnerabilities, and Campus Locations • III. Pandemic Response • a. Mission & Objectives • b. Policies Supporting the Pandemic Response • c. Phases of Incident/Emergency Management • d. Organization & Assignment of Responsibilities (ICS)

24. Base Response Plan Format (continued) e. Concept of Operations i) Mitigation ii) Preparedness iii) Response Academic Continuity Research Continuity Health Services and Safety Administrative and Facilities Services Information Technology Infrastructure and Business Continuity Human Resources and Financial Continuity Enrollment Management and Student Affairs Community Outreach and Service Continuity Continuity of Governance/Line of Succession University Interface with External Pandemic Response Organizations iv) Recovery & Demobilization IV. Plan Management

25. Unit Continuity of Operations Plan Format • Background Information for Pandemic Influenza • UVM’s Core Planning Assumptions • Your Unit’s Objectives • Unit Planning Assumptions • Emergency Communications Systems • Emergency Access to Information and Systems • Your Unit’s Essential Functions • Social Distancing Measures: Alternative Work Arrangements and Scheduling • Your Unit’s Leadership Succession • Key Internal (Within UVM) Dependencies • Key External Dependencies • Mitigation Strategies and Preparation for a Pandemic • Plan for Communicating and Exercising Your Pandemic Response & COOP • Recovery after the Pandemic • Special Considerations for Your Unit • Additional Resources Needed for Your Unit

26. What’s Ahead 20 Sept – 30 Oct WG uses scenario to perform functional analyses WG teams draft key components of UVM plan 31 Oct – 6 Dec Prepare draft UVM plan and appendices 2 Nov VT higher education pandemic planning symposium 21 Dec Issue first draft UVM pandemic response plan for review and comment 28 or 29 Jan Unit planning training/kick-off meeting 11 Feb Campus open forum 18 Mar Campus open forum 1 May Unit plans due to Deans/VPs

27. Norwich University’s Plans to Respond to a Flu Pandemic

28. Norwich University chooses to close its doors and cease operations upon confirmation of the first case of pandemic flu in North America This approach was chosen for the following reasons: During times of uncertainty a conservative approach is recommended We lack good information about when state and federal officials will close transportation centers possibly stranding students on campus Consultation with other university officials indicates that this is the preferred approach Norwich’s Choice to Close

29. Middlebury College’s Plans to Respond to a Flu Pandemic

30. We will identify the threat before it reaches campus We will enforce the closure of the campus and require that students evacuate in a rapid but orderly manner to their pre-designated locations The campus may be closed for several months, or 1-2 semesters The College will not provide housing or dining services for students during the closure Others living in College student residences will also need to vacate College buildings Middlebury’s Planning Assumptions

31. 3. All students must develop and record a personal plan for sustained campus closure Evacuation plan requested from all students each year via web-based Banner database Two evacuation locations with contact information and means of travel Willingness to transport or house other Middlebury students Students who have not entered a plan will not be permitted to register for classes in the second semester after matriculation until a plan is entered The College will share the initial plan with families of students; subsequently, students will update their families on their plans Students can update their plan at any time Students should have access to a rideshare board Data from student plans may be used by the College for evacuation planning purposes A website may be created to assist students in creating an effective evacuation plan The College will use software to advise students about driving distance/ time from Middlebury The College may support student initiatives in organizing shared transportation Middlebury’s Planning Assumptions

32. 4. Students are responsible for the validity and execution of their plans Failure of a student to execute a personal evacuation plan will not entitle the student to receive shelter or services from the College after the College is closed If a personal evacuation plan fails, the student is responsible for quickly developing an alternate plan Students, not the College, will be responsible for communicating with their families during an evacuation. We assume that students will use their own or a friend’s cell phone for communication during an emergency In an emergency the College may not have ready access to student evacuation plans, and it cannot assume responsibility for communicating information about students’ plans or locations during an evacuation Middlebury’s Planning Assumptions

33. 5. The College will develop a Rapid Alert System to communicate closure to the Middlebury Community The system may change as technology progresses, but it would likely include announcements on the web, a dedicated telephone line, and effective use of area media The system may also be used to request that fellow students, regional alumni, and local citizens temporarily house those students in need 6. The College may make available some recommended and safe practices for the temporary hosting of students in private homes 7. We anticipate that 20-40% of all workers will be unable to perform duties because of death, illness, or family demands during the period of closure Middlebury’s Planning Assumptions

34. 8. College infrastructure and facilities will remain intact as long as the human resources required for servicing them are available 9. The College will begin to develop a Mission Continuity Plan that, in the event of a long-term closure, might enable many students to continue their education and progress toward graduation 10. The College will strive to treat students and their families fairly with respect to reimbursement of fees paid in the event of a closure 11. In a long-term closure, the College will strive to maintain operations that are mission-critical, for example, payroll operations, admissions program, College advancement function, and provision of web services. The ability to maintain such operations will of course depend upon the severity and nature of the emergency. Middlebury’s Planning Assumptions

35. 12.  The College will make every effort to continue meeting payroll and providing benefits to employees, although the severity of a crisis could limit its capacity to do this 13.  We will attempt to reopen as soon as it is medically safe to do so, while taking into account the time in the academic year schedule when a pandemic occurs. For example, even if it were safe to reopen on December 8 we probably would not do so until early January 14. In Communicating about pandemic planning, the College will aim for a balance between encouraging people to take the pandemic planning efforts seriously and creating a sense of panic in the community Middlebury’s Planning Assumptions

36. Middlebury Pandemic Alert Levels

37. Middlebury Response Protocol

38. Middlebury Response Protocol

39. Middlebury Response Protocol

40. Questions? Al TurgeonWorking Group Chair, Executive Assistant to VP for Finance & Enterprise Services University of Vermontalbert.turgeon@uvm.edu802-656-9904 W. Mark Peluso Director, Health Center Middlebury College wpeluso@middlebury.edu 802-443-5135 Mark Doughty Health & Safety Officer Norwich University mdoughty@norwich.edu 802-485-2696