UToledo Human Resources

Continuity of Operations Plan

INTRODUCTION

The purpose of the Continuity of Operations Plan (COOP) is to assist The University of Toledo in managing its operations in the event of a temporary suspension of university operations due to weather-related conditions or other unforeseen emergencies. The UToledo president (or designee) is the only person permitted to declare a Campus State of Emergency or temporarily suspend university operations. The plan framework and procedures are designed to guide and coordinate a university-wide strategy and all related actions to properly address an interruption of services.

It is important that UToledo leadership and key personnel are aware of and understand their responsibilities related to maintaining essential operations in the event of a temporary suspension of university services. The university also understands that communications with its stakeholders, including students, parents, faculty, employees, patients and other customers, vendors, suppliers and the community, must be ongoing. When activating the Continuity of Operations Plan, communication between UToledo and key stakeholders (both internal and external) must be seamless and abundant. Proactive, fact-based communications will be used not only to inform stakeholders, but also to reassure them that the university is prepared to respond.

CONTINUITY OF OPERATIONS PLAN GOALS

The University of Toledo’s leadership team understands that the university has an obligation to its stakeholders and general public to maintain essential services during severe weather and other unexpected emergencies. The goals of this plan are to:

• Continue critical UToledo operations during a temporary interruption of university services.
• Ensure appropriate, timely and ongoing communication with all key stakeholders.
• Protect the health and safety of students, faculty and staff.

SCOPE OF PROCEDURES

These procedures are designed to provide guidance with regard to university policies, strategies and decision-making in response to activating the Continuity of Operations Plan.

KEY DEFINITIONS

Essential Operations - Vital services necessary to maintain continuous operations in the event of severe weather-related conditions or other unforeseen emergencies causing service interruption on UToledo campuses.

Essential employees/personnel – University of Toledo employees designated as “essential” to the operation of the unit. They have skills or expertise critically necessary to ensure successful, continuous operations during an emergency. Their absence from duty could endanger the safety, health and well-being of the UToledo campus community and/or the university’s infrastructure or facilities.
The division/department leadership designates essential employees. Essential employees must report to work, regardless of the level of emergency, when a temporary suspension of university operations is authorized and the Continuity of Operations Plan is activated.

Level 2 Snow Emergency - Classification declared by the sheriff of a county signifying that roadways are hazardous with blowing and drifting snow. Roads may also be very icy. Only those who feel it is necessary to drive should be out on the roads. Motorists should use extreme caution.

Level 3 Snow Emergency - Classification declared by the sheriff of a county announcing that all roadways are closed to non-emergency personnel. No one should be driving during these conditions unless it is absolutely necessary to travel or a personal emergency exists. Those traveling on the roads may subject themselves to arrest.

ESSENTIAL AREAS

The University of Toledo has identified the following areas as essential to maintaining continuous operations during a temporary suspension of services:

• Clinical Operations
• Academic and Student Services
• Public Safety / UToledo Police
• Information Technology
• Facility Services
• Supply Chain Operations (for clinical operations only)
• Employee Payroll
• HRIS

Employees assigned to these areas may be designated as essential personnel and, as a result, required to report to work in the event the Continuity of Operations Plan is activated.  Employees identified as essential personnel will be notified of their designation by their supervisor, including the expectation that essential employees are required to work during all emergencies (irrespective of the level of emergency).

While the focus of the plan is to identify employees who will be required to physically report to work, other operations may need to be continued but can be performed remotely. In those instances, those operations are included in the Continuity of Operations Plan with an expectation that employees assigned to the operations may not be required to physically report to work. In all instances, employees must follow the direction of their supervisor.

VENDORS, SUPPLIERS AND THIRD-PARTY PERSONNEL

The University of Toledo relies on vendors, suppliers and third-party personnel as part of normal university operations. Some of these outside resources also perform critical functions for the university. As a result, UToledo should be familiar with their continuous operations/preparedness plans and procedures both to protect the interest of the university and its stakeholders, as well as to ensure these outside resources may continue to support university operations in the event of a temporary interruption of services. Ongoing communications to monitor the status of outside resources will become important should activation of the Continuity of Operations Plan occur. This process will be the responsibility of the functional owner of the relationship.

BARGAINING UNIT EMPLOYEES

The University of Toledo has staff and faculty bargaining units, including CWA, AFSCME, UTPPA, FOP and AAUP. Each year the university will provide a reminder to bargaining unit members of the procedures for a temporary suspension of university services due to weather-related conditions or other unforeseen emergencies. Additionally, the Continuity of Operations Plan, policies and guidance will be reviewed with union leadership, as appropriate.

CONTINUITY OF OPERATIONS IMPLEMENTATION STRATEGY

The plan has been developed with a focus on maintaining continuous operations for critical areas and identifying essential positions and employees. It is organized as follows:

1. 1. Clinical Operations
   2. Academic and Student Services
   3. Administration

Each category highlights areas that require continuous operations in the event of the University’s need to implement a partial or full interruption of services or closure.

STATE OF OHIO SNOW EMERGENCY CLASSIFICATIONS

Note: The following information was taken from the Committee for Severe Weather Awareness’ website.

Pursuant of Ohio Attorney General Opinion 86-023, the sheriff of a county may declare a snow emergency and temporarily close county and township roads within his/her jurisdiction for the preservation of the public peace. Attorney General Opinion 97-015 allows the sheriff to close state and municipal roads.

Snow Emergency Classifications

Level 1 - Roadways are hazardous with blowing and drifting snow. Roads may also be icy.  Motorists are urged to drive very cautiously.
Level 2 - Roadways are hazardous with blowing and drifting snow. Roads may also be icy. Only those who feel it is necessary to drive should be out on the roads. Motorists should use extreme caution.
Level 3 - All roadways are closed to non-emergency personnel. No one should be driving during these conditions unless it is absolutely necessary to travel or a personal emergency exists. Those traveling on the roads may subject themselves to arrest.

To view the state’s weather-related road closures and restrictions, visit the Ohio Department of Transportation’s traffic website at www.ohgo.com.

COMMUTING TO/FROM WORK DURING A SNOW EMERGENCY DECLARATION

The university will provide a memo to essential employees designating their status. The memo can be presented to local law enforcement in the event the essential employees are stopped during times of restricted travel.  Supervisors will track the names of their employees designated as essential personnel. It is important that employees keep a copy of the memo in their possession while commuting to/from work at all times throughout the year. Not every essential employee will be required to work if a Level 3 snow emergency is declared. Employees must follow the direction of their supervisor regarding their work schedules.

COUNTY SNOW EMERGENCY DECLARATION CONFLICTS

University of Toledo employees may live in surrounding counties. The university president or designee, in consideration of when to activate the Continuity of Operations Plan, may include Lucas County Snow Emergency declarations only (i.e., other surrounding county declarations will not be determining factors). In instances when counties other than Lucas County declare a Level 3 Snow Emergency, UToledo employees are expected to report to work as scheduled. Employee residents of the Level 3 Snow Emergency-declaring county (other than Lucas County) must contact their supervisors and seek direction as to the appropriate treatment of the absence should they choose not to report to work (i.e., vacation time, unexcused absence, etc.).

COMMUNICATIONS PLAN

Every effort will be made to notify the campus community in a timely manner of a temporary suspension of services during inclement weather and other emergencies. Communication methods may include one or more of the following:

• UT Alert – Text message and email (be sure your cell phone number is updated in Banner)
• Websites – myut.utoledo.edu and utoledo.edu/weather
• Social media — UToledo on Facebook and Twitter
• Local media outlets – TV and radio stations

CONTINUOUS OPERATIONS

I. CLINICAL OPERATIONS

During a temporary suspension of university services, UTMC and clinical enterprise will remain open. All associated employees are considered essential.
In the event of a Level 3 Snow Emergency, outpatient clinics will be closed, and associated employees are not to report to work unless otherwise directed by their supervisor.

II. ACADEMIC and STUDENT SERVICES

ACADEMIC SERVICES
In the event the Continuity of Operations Plan is activated and a temporary suspension of university services is implemented, designated academic areas have been deemed essential operations and will continue.

RESIDENTIAL SERVICES
The Office of Residence Life will provide a central point of contact for students and/or parents who may have questions specific to residential students and residence hall operations in the event of a temporary suspension of university services. The residence halls will provide the necessary services to residential students, including continuous operations of all residence hall front desks, facility services as necessary, and duty and crisis management responsibilities.

DINING SERVICES
Dining Services will designate eateries that will be open during a Level 3 Snow Emergency to ensure a continuation of food and dining services during a temporary suspension of university operations.  Please refer to Dining Services Hours of Operation for more information.

III. ADMINISTRATION

PUBLIC SAFETY OPERATIONS
In the event of activation of the Continuity of Operations Plan, Police and Law Enforcement operations, Hospital Security Operations, and Environmental Health and Radiation Safety Operations will be maintained.

INFORMATION TECHNOLOGY
Information Technology management is responsible for ensuring that IT services are available and supportive of continuous operations in the event of a temporary suspension of university services. Accordingly, all IT staff (except members of collective bargaining units, unless otherwise notified by their supervisor) are considered essential personnel.

FACILITY SERVICES
In the event of a temporary suspension of university services, Facilities staff will limit support of the university to clinical operations, the maintenance of residence life buildings, and emergency call-ins only.

SUPPLY CHAIN OPERATIONS (FOR CLINICAL OPERATIONS ONLY)
Should the academic area of the university temporarily suspend services, so will the supply chain area that supports the academic areas of UToledo, including Purchasing, Receiving, Mail Services, Surplus Property, and Auxiliary Services.

In the event the Continuity of Operations Plan is activated, Purchasing staff are capable of working from their homes during an emergency/Level III designation. Supply Chain Operations in support of clinical operations consist of Purchasing, Central Distribution Services (CDS), Surgical Supply Support (SSC), Linen Services, and Shipping and Receiving. The support for Clinical Operations requires reporting to campus as described below.

• • • Shipping and Receiving (HSC only) – receive in all medical/non-medical supplies/equipment for clinical departments and bulk storage.
    • Central Distribution Services (CDS) – maintain inventory replenishment and deliver all medical supplies, equipment, set up trapeze; restock PAR locations in the hospital and clinics.
    • Surgical Support (SSC) – maintain inventory replenishment and deliver all supplies necessary to support the operating rooms.
    • Linen Services – stock and deliver linen to all patient care areas (floors/clinics/offsite locations). Maintain optimal level of scrubs in linen dispensing machines (operating rooms and George Isaac).

Departments may be scaled to meet business operations. Not everyone on the essential employees list may be required to report to work if there is sufficient coverage to meet the demand of incoming deliveries and maintain continuous operations.

PAYROLL and HRIS SERVICES
In the event the Continuity of Operations Plan is activated, payroll processing will be maintained to ensure employees receive timely paychecks and that agency payments are completed. The fiscal manager will determine whether some or all of the Payroll staff are required to report to work in the event of a temporary suspension of university operations. HRIS will support payroll activities as needed.